Public Access to Records
If you have a general service inquiry or need assistance from City staff, please call rather than visit. We can be reached at 837-2511. We likely can complete your request or transaction without face-to-face interaction.
Once you have submitted a request, you will receive an email with a security key and a reference number. You can track the status of your request and search archived requests by clicking here.
Public Records Policy
Legal Custodians of City Records
Types of Records
Job Title of Custodian
|Personal and Property assessment records||City Assessor|
|All legal proceedings||City Attorney|
|Election records, licenses, council action||City Clerk|
|All engineering records||City Engineer|
|Building permits and records of violations||Director of Building Inspection|
|City development and zoning||Director of Planning/Economic Dev.|
|Public Works projects||Direct of Public Works|
|All finance records and tax information||Finance Director|
|Personnel files, safety policies, training files||Human Resources Director|
|All police records including status of police investigations, press releases and Municipal Court records||Police Chief or designee|
|Police and Fire Commission records||President of the Police and Fire Commission|
|Public Library records||Library Director|
|Water and Light Utilities||Office Manager of the Water and Light Commission|
|Wastewater Treatment Plant records||Superintendent of Wastewater Treatment|
|City negotiations, general press releases and all other city business||City Administrator|
Questions regarding the status of information under public records laws will be addressed to the City Attorney or any of the legal custodians as listed.
The City of Sun Prairie requires payment at the time of delivery.
The City may require prepayment for any requests expected to exceed $50.00.
Records not readily accessible, which require research to locate, shall be assessed a location fee. Location fees shall not be required until a minimum of $50.00 has accumulated (§19.35(3)(c)); thereafter a charge equal to the hours necessary to locate the records multiplied by the per hour wages plus benefits of the employee locating the records will be assessed.
Per City Ordinance Section 2.92.040, a requester shall be charged the following fee to defray the cost of copying records:
- Photocopies: Up to 4 pages at no charge, then $0.25 per page
- Computer Disk: $20.00 per disk + $1.10 tax + $0.60 postage=$21.70
- Photographs/Digital Images: $1.00 per image
- Engineering Maps or Prints: $5.00 per page
- Video Tapes: $15.00 per video tape
- Audio Tapes: $5.00 per audio tape