Public Records Policy
The Village of Fox Crossing is subject to the requirements of the Wisconsin Open Records Law outlined in Wis. Stat. §19.34 and has adopted this policy to provide the public with a procedure to access public records. To request information or records from the Village under the Open Records Law, please complete the Open Records Request Form linked below and submit to the Village Clerk’s Office.
This form is provided for the requestor’s convenience to assist in obtaining the most accurate information possible. The form outlines estimated costs for each request along with the hours during which records may be released. Visual inspections of public records during these hours are at no expense, though an appointment will typically be necessary and should be scheduled with the Village Clerk’s Office.
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.
Procedures for Release of Public Records
After the receipt of any written request for access to the public records of the Village, the official legal custodian will attempt to make such records available as soon thereafter as practical. In any event, every request should be responded to within five (5) working days. If a request is denied or the public record cannot be made available within five (5) working days, the official legal custodian will inform the requester when the record can be made available. 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.
Most of the Village’s records are readily available, or 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 (Wis. Stat. §19.35(3)(c)); however, after $50.00, the cost will be determined by using an hourly employee rate of $25.00 per hour, or any portion of an hour. 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). Requests exceeding $5.00 must be paid in advance.
The following departments 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. If you are uncertain which department to contact, please send your request to the Village Clerk.
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.
For voter and/or absentee records, please use the Wisconsin Badger Voters website linked below. Badger Voters is a website established by the State of Wisconsin Elections Commission to provide a simple and automated way for the public to request voter data lists and candidate nomination papers.
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.
VILLAGE BOARD OF TRUSTEES
The Village Board is comprised of an elected President and six 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 here.
Village Board meetings are usually held the second and fourth 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.
ASSESSOR
Accurate Appraisal, 800-770-3927 or 920-749-8098
The Village contracts our assessor services with Accurate Appraisal, LLC. 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 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. In the absence of the Finance Director, 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 Department, and are the 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 Arden Tews 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 and Foreman are 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 Director of Public Works 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 Director of Public Works is out in the field throughout most of the day, however, the Assistant 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
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 Superintendent and Foreman are out of the office at various times throughout the day; however, the Utility Administrative Assistant is available, or you may make an appointment.
