2009-2010 Category of Records

2009/2010 Category Of Records

CITY MANAGER’S OFFICE/MAYOR: (Rosemary Weaver/Peg Wade)

RECORDS:

City Manager:

  • Administrative files
  • Administrative Procedures
  • City Council Study Session Agendas (Originals)
  • Reports to City Council (Study Session – Originals)
  • Minutes/Agendas: Enterprise Zone, Regional Plan Commission
  • General Correspondence – All City Departments including METCAD

MAYOR’S RECORDS: (Peg Wade)

  • Administrative Correspondence Files
  • Liquor License Applications and Fees
  • Liquor Violation Files
  • Liquor Advisory Commission Minutes, Agendas & Correspondence
  • Liquor Ordinance
  • Policies and Procedures
  • Boards and Commissions Files – Applications

COMMUNITY RELATIONS: (Carrie Brown)

  • Administrative Files
  • Affirmative Action Report
  • Case Files (Open and Closed)
  • Human Relations Commission Minutes and Agendas

FINANCE DEPARTMENT: (Cindy DoBell / Glenda Robertson / Marilyn Banks)

RECORDS:

  • Administrative
  • Accounting Documents
  • Assessment Information (Complaints)
  • Audit Reports
  • Banking Transactions
  • Bids
  • Bonds
  • Budgets and Budget Work Papers
  • Cancelled Checks, Bank Statements, Deposit Slips
  • Cancelled Revenue Bonds and Coupons
  • Cash Receipts
  • Certificates of Publication
  • Check Stubs and Copies
  • Contracts, Agreements, and Leases
  • Economic Interest Reports
  • Election Records
  • Franchise Agreements
  • Freedom of Information Act Request and Denials (FOIA)
  • General Ledger Reports
  • Grant Records
  • Indexes – Ordinances
  • Investment Records
  • Licensing Files
  • Minutes (City Council/Township)
  • Minutes of Various Boards and Commissions
  • Mortgages – NSD
  • Motor Fuel Tax (MFT) Records
  • Ordinances and Resolutions
  • Paid Bills/Fines and Invoices (Accounts Payable)
  • Payroll Registers
  • Personal Property Replacement Tax/ Property Tax Levy/TIF
  • Purchase Orders and Requisitions
  • Record Disposal Certificates
  • Sewer Use Fees
  • Special Assessments
  • Subpoenas and Summons

FIRE DEPARTMENT AND BUILDING SAFETY DIVISION: (Sue Wyatt / Cheryl Lewis / Peggy Venezia)

RECORDS:

  • Administrative
  • Code Review Minutes
  • Construction Plans
  • Equipment Files
  • Fire Drills
  • Fire Lanes
  • Hazardous Materials Files
  • Hydrant Locations
  • Incident Reports
  • Investigative Materials
  • Minutes – Fire Pension/Foreign Fire Insurance
  • Operating Reports (Daily Activity)
  • Permits
  • Position Descriptions
  • Protection Agreements
  • Standard Operating Procedures/Reports
  • Training

Human Resources (Personnel): (Lori Bluhm)

RECORDS:

  • Administrative
  • Affirmative Action Plan
  • Affirmative Action Audit
  • Applications
  • Board of Fire and Police Commissioners – agendas, correspondence, hearing transcripts, eligibility lists, minutes, rules and calendar
  • Health Insurance Files (Medical, Dental, Vision)
  • I.M.R.F. Files
  • Job Descriptions
  • Labor Agreements
  • Life Insurance Files
  • Personnel Files
  • Training Files
  • Union/Grievance Files
  • Worker’s Compensation/Duty Injury

INFORMATION TECHNOLOGIES: (Missy Meade)

RECORDS:

  • Administrative
  • Various Forms
  • Telephone Systems
  • Agenda/Minutes – Web Committee, GIS, IRAC, CATV
  • Inventory: Phone, AV, Computer
  • Backup Data System and Recovery
  • HW/SW Inventory
  • HW/SW Reference Books
  • GIS Maps and Data
  • City Meeting and Other Video Recordings:
    One (1) copy of City produced programming will be made free of charge, provided the requester provides the City with the appropriate blank media (dvd/videotape) needed.  Requests in excess of one (1) copy will cost $15 per program hour or portion thereof.

LEGAL DEPARTMENT: (Teresa Spence)

RECORDS:

  • Administrative
  • Active/Closed Files by Subject Matter – Alphabetically
  • City Court Files
  • Council Bills/Agendas (Copies)
  • Library/Book Lists
  • Research Files
  • Study Session Agendas (Copies)

METCAD: (Ann Panthan)

RECORDS:

  • Administrative Files (misc., correspondence, memos, info materials, etc.)
  • Budget and Budget Worksheets
  • Cassette Tapes (Audio)
  • Complaint Files
  • Computer Logs (Archived to Computer Storage)
  • Dispatch and Arrival Times (Archived to Computer)
  • Financial Records – Check Request; Payroll information
  • L.E.A.D.S. Records
  • METCAD Operations/Policy Board Minutes
  • Emergency Telephone System Board
  • Statistical Information

NEIGHBORHOOD SERVICES: (Colleen Madera)

DOCUMENTS:

  • Approved Rehabilitation Contractor’s List
  • CDBG Application and Final Statement
  • CDBG Grantee Performance Report
  • Neighborhood Analysis Report Rating Map 2003

RECORDS:

  • Administrative
  • Audits
  • Capital Improvement Files
  • CDBG Program Files
  • Certified Housing Inspections (U of I)
  • Demolition Files
  • Grant and Loan Files
  • Housing Fiels
  • HUD Reports
  • Nuisance Files
  • Property Maintenance Files
  • Real Estates Sales/Purchases
  • Rehabilitation Files
  • Subsidized Loan Files
  • Section 312 Loans
  • Urban Development/Renewal Files

PLANNING DEPARTMENT: (Lisa Hempel)

RECORDS:

  • Administrative
  • Atlas of Champaign Co.
  • Agendas – Plan Commission, HPC, ZBA
  • Case Files
  • Census Information
  • City Building Renovation
  • Commission Files (Planning, Zoning, HPC)
  • Comprehensive Plan
  • In-Town Project Files/Photos
  • Minutes – Development Services Team, Plan Commission, ZBA, HPC
  • Neighborhood Wellness
  • Permits (Sign)
  • Planning Area Poster Boards
  • Property Files
  • Rezoning Cases
  • Storm and Sanitary Sewer Map Index
  • Subdivision Regulations
  • Tapes/DVD – Boards and Commissions
  • TIF District Files
  • Zoning Regulations/Violations

POLICE DEPARTMENT: (Ronnie Heugel / Mary Mullen / Holly Nearing)

RECORDS:

  • Accident-vehicular
  • Administrative
  • Arrest Files
  • Cash Bond receipts
  • Crime Statistics
  • Fiscal
  • FOIA
  • Grants
  • Illinois Uniform Crime Report
  • Illinois Vehicle Code citations and warnings
  • Policies
  • Police Incident Reports
  • Towed Vehicle
  • Training

PUBLIC WORKS DEPARTMENT: (Debra Windlan / Willamenia Moore / Lisa Nichols / Stacy Rachel )

RECORDS:

  • Administrative Files
  • Bids/RFP’s/Contracts (Copies)
  • Building Maintenance – City Facilities
  • Claims Records
  • Contractor Bond Files
  • Landfill Files
  • Local Improvement Project Files
  • Maintenance Records and Reports
  • Maps
  • OSHA Injury Report Log
  • Plan Files
  • Project Files
  • Recycling Report Info
  • Salt/Snow and Ice Records
  • Service Requests Info (Work Orders)
  • Street and Intersection Files
  • Tree Program Files
  • Vehicle Information and Reports

Parking Services: (Stacy Rachel / Shirl Johnson)

BROCHURES:

  • Cash Key System
  • How to Avoid Parking Tickets
  • Meter Rental Program

RECORDS:

  • Administrative
  • Appeals – Parking
  • Bankruptcy Newsletters
  • Cash Key Inventory
  • Collection Agency Letters and Reports
  • Credit Card Reports
  • Handwritten Tickets
  • Inventories of Meter Housings (by District)
  • Lists:
    Accidents/Vandalism/Theft
    Driver Identification (Submission to Sec. of State)
    Tow
  • Lot J Reports – Token/Monthly Parking
  • Lot Rates
  • Meter Information:  Audits, Bag Rentals, Parking Rates by Location
  • NSF Checks
  • Violation Notices
  • Permit Holder Information/Permit Copies
  • Refunds
  • Returned Mail
  • Uncollectable Accounts
  • Vendor Invoices

Updated January 2010