How to File a Public Records Request in Windsor, Wisconsin

What Is the Wisconsin Open Records Law?

The Wisconsin Open Records Law, codified at Wis. Stat. §§ 19.31–19.39, is the state statute that guarantees every person — resident or not — the right to inspect and receive copies of public records held by government authorities. The law's declared policy is that "all persons are entitled to the greatest possible information regarding the affairs of government and the official acts of those officers and employees who represent them."

A "record" is broadly defined as any material that bears information, regardless of form or medium, that has been created or is being kept by a government authority. This includes contracts, meeting minutes, emails, permit applications, budget documents, inspection reports, ordinances, and staff communications. Personal notes prepared solely for an individual's own use, draft materials, and published materials available for public sale are excluded.

The law places the burden of justifying any denial squarely on the government. Denial is permitted only when a specific statutory or common law exemption applies, or when the custodian performs a balancing test and determines that the public interest in withholding demonstrably outweighs the strong presumption of openness. Key exemptions include certain law enforcement investigative records, identities of confidential informants, trade secrets, financial account numbers, and attorney-client privileged communications.

Read the full text of the Wisconsin Open Records Law (Wisconsin Statutes §§ 19.31–19.39)

How to File a Public Records Request with the Village of Windsor

How to Submit Your Request

The Village of Windsor accepts open records requests through multiple channels. The most convenient option is the online Public Records Request form on the Village Clerk's page at windsorwi.gov, which routes your request directly to the custodian. You may also submit by email to christine@windsorwi.gov, by mail to the Village Clerk at 4430 Windsor Road, Windsor, WI 53598, or in person at the Municipal Building during office hours (Monday–Friday, 8:00 AM–4:30 PM). No specific form is legally required — Wisconsin law recognizes both oral and written requests. However, submitting in writing (by form, email, or letter) is strongly recommended. A written request triggers the Village's obligation to respond in writing, and it creates a clear record of the request and response timeline should you later need to seek enforcement.

What to Include in Your Request

• Your full name and preferred contact information (mailing address, email, or phone)
• A clear and reasonably specific description of the records you are requesting
• The relevant date range or time period the records should cover
• The department or program you believe holds the records (if known)
• Your preferred format for receiving records (paper copies, electronic PDF, etc.)
• A statement that you are requesting records under the Wisconsin Open Records Law, Wis. Stat. §§ 19.31–19.39
• A maximum fee you are willing to pay, or a request for a fee estimate before production begins

Response Deadlines and What to Expect

Unlike many states, Wisconsin's Open Records Law does not set a fixed number of days by which an agency must respond. Under Wis. Stat. § 19.35(4)(a), the Village of Windsor must respond to your request “as soon as practicable and without delay.” Wisconsin courts have interpreted this standard to mean that what constitutes a reasonable response time depends on the nature and complexity of the request, the staff and resources available, and the volume of records involved.

As a practical benchmark, Wisconsin Executive Order #189 directs state agencies to respond to simple, straightforward requests within ten business days. While this order formally applies to state — not local — agencies, it provides a widely recognized reference point. For simple requests, you can generally expect a response from Windsor within that window.

A response does not necessarily mean you will receive the records immediately. The Village may acknowledge your request and indicate when records will be produced. If the Village cannot respond quickly, it should communicate a reasonable timeline.

Fees may be charged only for reproduction and transcription, photographing, locating records (when locating costs exceed $50), and mailing, per Wis. Stat. § 19.35(3). Fees must reflect only the actual, necessary, and direct cost. The Village may require prepayment only if the total fee is estimated to exceed $5.00. An unreasonable or unexplained delay in responding may form the basis for a legal challenge.

What to Do If Your Request Is Denied or Delayed

A denial or unexplained delay from the Village of Windsor doesn't mean you've hit a dead end. Wisconsin's Open Records Law gives you several meaningful tools to pursue your request.

If your written request is denied in whole or in part, the Village is required by Wis. Stat. § 19.35(4)(b) to provide you with a written statement citing the specific statutory or common law basis for the denial. A vague or unsupported denial is itself a legal violation. Read the denial carefully — if it doesn't cite a specific statute or legal basis, note that in any follow-up communication.

If you believe the denial is incorrect, your first step should be to contact the Village Clerk directly and ask for reconsideration. Clarifying or narrowing the scope of your request can sometimes resolve the issue informally and quickly.

For a more formal path, you may request an informal advisory opinion from the Wisconsin Department of Justice's Office of Open Government (608-266-1221). The Office provides guidance on open records disputes, and agencies generally comply with its advice. This is a free, accessible option before pursuing litigation.

If informal efforts fail, you may file a mandamus action in the Dane County Circuit Court to compel disclosure under Wis. Stat. § 19.37(1). You may also submit a written request to the Dane County District Attorney or to the Wisconsin Attorney General to bring a mandamus action on your behalf. If you prevail, the court is required to award you reasonable attorney fees, a minimum of $100 in damages, and other actual costs. If the court finds the Village acted arbitrarily and capriciously, it may additionally award punitive damages and impose a forfeiture penalty of up to $1,000 against the authority or custodian under Wis. Stat. § 19.37(3)–(4).

Steps to Appeal

1. Contact the Village Clerk directly and ask for reconsideration; clarifying or narrowing your request can resolve many denials without escalation.
2. Review the written denial to confirm it cites a specific statutory or common law exemption as required by Wis. Stat. § 19.35(4)(b); an unsupported denial is itself a legal violation.
3. Request an informal advisory opinion from the Wisconsin DOJ Office of Open Government (608-266-1221 or wisdoj.gov); its guidance is free and agencies generally comply.
4. Send a follow-up written demand to the Village reminding it of the 'as soon as practicable and without delay' requirement under Wis. Stat. § 19.35(4)(a) and set a reasonable deadline for response.
5. Submit a written request to the Dane County District Attorney asking that office to bring a mandamus action on your behalf under Wis. Stat. § 19.37(1)(b).
6. Submit a written request to the Wisconsin Attorney General to bring a mandamus action to compel disclosure under Wis. Stat. § 19.37(1)(b).
7. File your own mandamus action in Dane County Circuit Court; if you prevail, the court shall award attorney fees and minimum damages of $100 under Wis. Stat. § 19.37(2), and may impose punitive damages and forfeitures up to $1,000 for arbitrary or capricious denials under Wis. Stat. § 19.37(3)–(4).

Types of Records You Can Request from Windsor, Wisconsin

The Village of Windsor generates a wide range of public records in the course of its day-to-day operations. The following are common record types available under the Wisconsin Open Records Law.

• Village Board meeting minutes and agendas
• Village ordinances, resolutions, and municipal code
• Building permits, zoning applications, and land use approvals
• Village budgets, audits, and financial reports
• Contracts and professional service agreements
• Public works project plans, bids, and inspection records
• Police incident and arrest reports (subject to applicable exemptions)
• Code enforcement complaints and violation notices
• Water and sewer utility records and rate schedules
• Planning and Community Development Department records
• Employee compensation and benefits schedules
• Village election records and canvass reports
• Correspondence between village officials and residents or developers
• Grant applications and intergovernmental agreements
• Village-owned property and real estate records

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the Village of Windsor to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Windsor