Public Records Policy

This policy complies with s.19.34 of the Wisconsin Statutes; its purpose is to provide the public with a procedure to access public records of the Village of Fox Crossing.

PUBLIC RECORDS REQUEST FORM
The Village of Fox Crossing is subject to the requirements of the Wisconsin Open Records Law. The Public Records Request Form provided is for the requester’s convenience and to assist in obtaining the most accurate information possible, although the request is not required to be in writing and may be oral. The form outlines the hours records may be released and costs for providing records. Visual inspections of public records during normal business hours are at no expense, though an appointment may be deemed necessary by contacting the Village Clerk’s Office.

Village of Fox Crossing-WI (previously, Town of Menasha), in Winnebago County, is a local form of government comprised of a seven-member Village Board of Trustees and other boards, commissions and committees. The Village provides the general public with services, including internal controls and financial accountability to the public, valuation and assessments, municipal court services, development and maintenance of village parks, engineering and maintenance of village roads, economic development, planning, zoning and permitting, storm water control, water and wastewater maintenance, and serves its citizens with fire and police emergency services.
The Village Clerk is responsible for maintaining legal and other records as the designated custodian for public records, although records may also be kept in other departments. Members of the public may obtain access to public records, or obtain copies of records by making a request to the Village Clerk for review and distribution during regular business hours: Monday through Friday between 8:00 a.m. and 4:30 p.m. at the Fox Crossing Municipal Complex, 2000 Municipal Drive, Neenah.

Procedures for Release of Public Records
After the receipt of any written request for public records is received, the legal custodian will attempt to make such records available as soon thereafter as practical; in any event, every request should be responded to within (5) working days. If a public record cannot be made available within five (5) working days, the legal custodian will inform the requestor when the record can be made available. If a request is denied, it will be denied in writing.

Most of the village’s records are readily available and can be located in a relatively short period of time. However, records not readily accessible, such as archived on the Village’s computer or stored off-site, which require research to locate, shall be assessed a location fee. Location fees shall not be payable until a minimum of $50.00 has accumulated (ss. 19.35(3)(c)); however, after $50.00, using an hourly employee rate of $25.00 per hour, or any portion of an hour, the fees will be charged. When it appears that the cost for locating a record exceeds $50.00, the legal custodian will seek prior approval of the requestor before proceeding, but will not be required to provide an estimate of the total anticipated costs for locating the record(s). The legal custodian is not required to create a new record by extracting information from existing records and compiling the information into a new format, but will provide the record in its existing state.

Requests exceeding $5.00 must be paid in advance.
The Village shall collect from the requester costs for standard size copies at $0.25 cents (first 50 copies), and $0.20 cents (over 50 copies). Copies other than 8-1/2 x 11 and 8-1/2 x 14 are their actual cost. The cost of a computer disc is $25.00. Said costs have been calculated not to exceed the actual, necessary and direct cost of reproduction. Actual costs will be charged for other media. The fee for State Voter Registration Lists is $25.00, plus $5.00 per 1,000 names on the report; these fees have been established by the State, and adopted into record. The actual cost for postage, courier or delivery services will also apply, if applicable..

The following department heads are legal custodians of Village records for their respective departments in accordance with the public records law. All departments are located at the Fox Crossing Municipal Complex, unless otherwise noted.

CLERK’S OFFICE
Village Clerk or Deputy Village Clerk, 920-720-7103
The Village Clerk is the custodian of all records of the Village pertaining to Village Board of Trustees’ matters, liquor licensing, elections, village meetings/recordings, legal agreements, claims and other legal records required by law to be maintained and kept by the Clerk. Any person may contact the Village Clerk or Deputy Clerk to schedule an appointment to view records.

ADMINISTRATION OFFICE
Village Manager or H.R. Coordinator/Assistant to the Village Manager, 920-720-7101
The Village Manager is the chief administrative officer of the Village, responsible for the proper administration of the day-to-day business and affairs of the Village. The Village Manager acts as a liaison to staff, residents, businesses, other government agencies and the Village Board. The administrative office assists in development, creation and implementation of policies, goals and objectives for the Village Board. The Village Manager is custodian of all personnel records. For assistance, contact the Assistant to the Village Manager, or you may make an appointment.

ASSESSOR’S OFFICE
Accurate Appraisal, 800-770-3927 or 920-749-8098
The Village’s assessor maintains custody of all property data. The Assessor is responsible for valuation of all real and personal property located within the Village for property tax purposes. You may call the assessor to discuss your property, or make an appointment to meet with Accurate Appraisal about your property assessments.

COMMUNITY DEVELOPMENT DEPARTMENT
PLANNING AND ZONING DIVISION
Community Development Director or Associate Planner, 920-720-7105
The Community Development Department is custodian of records pertaining to subdivisions, planning, zoning, conditional uses, variances, permitting and inspecting, GIS (geographic information systems), site plan review and enforcement, Storm Water Utility administration, and economic development initiatives. In the absence of the Director, the Associate Planner is available or you may make an appointment.

INSPECTION DIVISION
Building Inspector or Building Inspector Assistant, 920-720-7104
The Building Inspector performs inspections and issues building permits. The Building Inspector may be out of the office throughout the day inspecting properties; however, the assistant to the Building Inspector is available, or you may make an appointment.

FINANCE DEPARTMENT
Director of Finance or Deputy Finance Director, 920-720-7106
The Director of Finance/Treasurer is responsible for and maintains custody of all records pertaining to payroll, the Village budget, accounts receivable and payable, special projects, and special assessments, e.g., garbage collection, property tax bills, escrows, utility billing and payments, bank statements, investments and daily cash records. The Deputy Finance Director is available, or you may make an appointment.

FIRE DEPARTMENT
Fire Chief — FIRE STATION 40, 1326 Cold Spring Road, Neenah, WI, 920-720-7125
Assistant Fire Chief — FIRE STATION 41, 1000 Valley Road, Menasha, WI, 920-720-7126
The Fire Chief and Assistant Fire Chief, or their designees, are responsible for the administration of the Fox Crossing Fire Departments, and custodians of all records pertaining to fire activities. The Administrative Assistant at Station #40 is available, or you may make an appointment.

MUNICIPAL COURT
Municipal Judge or Municipal Court Manager, 920-720-7107
The Municipal Judge holds evening hours only, and is custodian of all records pertaining to traffic and non-traffic ordinance violations, forfeitures, and fines. Court is held at the municipal complex in the assembly room, usually the first three Thursdays of each month. At times, some dates may be rescheduled. The Court Manager is available, or you may make an appointment.

PARKS AND RECREATION DEPARTMENT
Director of Parks and Recreation or Park Foreman, 920-720-7108
The Director of Parks and Recreation is custodian of all records, and responsible for developing and maintaining Village parks and trails, weed complaints, park rentals, recreational programs and activities, and Community Center operations. The Director is out of the office at various times throughout the day; however, the Park Administrative Assistant is available, or you may make an appointment.

POLICE DEPARTMENT
Chief of Police or Police Captain, 920-720-7109
The Chief of Police or his designee is responsible for the administration of the Fox Crossing Police Department and custodian of all records pertaining to police activities. The Police Administrative Assistant is available, or you may make an appointment.

STREET DEPARTMENT
Street Superintendent or Assistant Street Superintendent, 920-720-7110
The Street Superintendent is the custodian of all records, and responsible for the engineering and maintenance of Village roads, Street Department vehicles and equipment including maintenance, excavation and culvert permits, ditch enclosure maintenance, and general work orders. The Street Superintendent works out in the field throughout most of the day, however, the Assistant to the Street Superintendent is available most times. Otherwise, the Street Administrative Assistant is available or you may make an appointment.

UTILITY OFFICE
Utility Superintendent or Water/Wastewater Foreman–2340 American Drive, Neenah, 920-720-7175
Business hours: 7:30 a.m. to 4:00 p.m., Monday through Friday each business week, excluding holidays.
The Utility Superintendent is custodian of all records pertaining to the operation, maintenance and construction of the water systems and responsible for compliance with Department of Natural Resources and Public Service Commission requirements. The Superintendent is also responsible for the operation, construction, maintenance and repair of the sewage collection system and eight lift stations, the Grease Trap Cleaning Program, Industrial Surcharge Program, and Safety Program. The Administrative Assistant is available, or you may make an appointment.

VILLAGE BOARD OF TRUSTEES
The Village Board is comprised of an elected President and six elected Trustees who serve the Village at-large. Board members do not hold regular daytime office hours. If you need to contact any of the Board members, you may inquire with the Village Clerk’s office, or visit the website for any Board member’s contact information at http://www.foxcrossingwi.gov/group/village-board/.

Village Board meetings are usually held the first and third Monday of each month beginning at 6:00 p.m., except holidays when some dates may change. At times, special Board meetings may be held earlier beginning at 5:00 p.m. or 5:30 p.m. (Check the website Calendar to confirm dates/times).

The Village Clerk is the custodian of all records of the Village Board. However, each board member is custodian of records pertaining to Village business, personally generated outside of the Fox Crossing Municipal Complex, that are in writing and electronic, including e-mails, phone calls, texts, and other records; whether known or unknown to the Clerk or Village staff.
Any information given orally, or in writing by Village officials, may be subject to errors or omission and shall not be a binding liability upon the Village of Fox Crossing. In accordance with Chapter 19, Wisconsin Statutes, each person (requester) is entitled to examine public records of any office of the Village of Fox Crossing.

The Village Board of Trustees shall review this policy every three years, unless substantial changes to the public records law require immediate attention. The Village Clerk shall be authorized by the Village Board to amend the policy occasionally, to update names and offices or other data that will not dramatically change the intent or purpose.