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City of Wheaton, Illinois 2018 Directory of Records

Administration

Websites

  • Correspondence and memoranda prepared by the City Manager
  • Correspondence and memoranda received by the City Manager
  • Commonwealth Edison Annual Reports
  • Strategic Plan & Goals

City Clerk’s Office:

  • Adams Park Wedding Form
  • Amusement Licenses
  • Annexation Agreements (final)
  • Agreements, generally (final)
  • Boards & Commissions Agendas & Minutes
  • Boards and Commissions Membership Lists
  • Boards and Commissions Resumes/Applications
  • Citizen Complaints (as of 2010)
  • City Council Meeting Agenda Packets (as of 10/16/2006)
  • City-Owned/Leased Property Records
  • Conley Room Rental Information
  • Contracts (final)
  • Disclosure Statements (City of Wheaton)
  • Easement/Right-of-Way Vacations (final)
  • Election Information (City of Wheaton)
  • Feedback Emails (as of 2007)
  • Freedom of Information Act Records (electronic)
  • Legal/Litigation (Various; completed)
  • Liquor License Files
  • Massage Business License Files
  • Mayor and City Council Lists
  • Mayor’s Correspondence
  • Minutes of City Council Meetings Agendas; Closed Sessions (as opened); Closed Session Audio Recordings, Planning Session Minutes, and Coffee with Council Session Minutes
  • Ordinances/Resolutions
  • Permits: Raffles; Going-Out-Of-Business
  • Planned Unit Developments (final)
  • Recapture Agreements (final)
  • Task Force on Homelessness Minutes, Reports, Correspondence, Surveys
  • TIF Redevelopment Project Agreements (final)
  • Tobacco License Files

Assistant City Manager’s Office:

  • Americans With Disabilities Act Information/Policy
  • Board of Local Improvements minutes, agenda, correspondence
  • Central Services Contracts & Agreements
  • Curbside Recycling Information (electronic)
  • Downtown Streetscape Records
  • Emergency Operation Plan
  • Energy Efficiency & Conservation Block Grant records
  • Housing Commission applications and reports (electronic)
  • Housing Commission Minutes & Agendas
  • Minutes of Coffee with Council Sessions (electronic)
  • Scavenger Company Business License information (electronic)
  • Senior Citizen Ride DuPage Program information (electronic)
  • Strategic Plan & Goals
  • Taxicab company business license information (electronic)
  • Traffic Enforcement on Private Street Agreements
  • Unimproved Rights-of-Way
  • Water Tower Lease Agreements
  • Wheaton Public Library Building and Renovation Project

Building & Code Enforcement Department

  • Building permit records (applications for permit, plans, plats of survey, project specifications, plan reviews and inspection reports)
  • Code enforcement case files
  • Current and past building codes including: Building, Residential, Mechanical, Fuel-Gas, Electrical, Plumbing, Fire, Energy Conservation and Property Maintenance Codes
  • Contractors working in city right-of-way (excavators, sewer, water, concrete and asphalt driveway, sidewalk, roadway) registration, bond and insurance
  • Elevator Inspection records
  • General, electrical, mechanical, demolition contractor registration and bond
  • House moving contractor registration, bond and insurance
  • State licensed plumbing, roofing, fire alarm, fire sprinkler contractor license information

Communications Department

  • Cable complaints (electronic)
  • Cable Televisions requests for proposal, evaluation of proposal, franchise agreement, correspondence, memoranda
  • City Newsletters (electronic)
  • Email Lists (electronic and paper)
  • Full content of City website (electronic)
  • Planning Session minutes (electronic and paper)
  • Social Media - Facebook, Twitter, Instagram, LinkedIn
  • Recorded Council/Commission meetings (2 years - digital)

Engineering Department

The files listed below generally contain correspondence, Council action; studies; bids, plans, and specifications; tests and inspections; contracts and agreements; change orders; payouts; punchlists; permits; restoration; plats/atlas sheets/detail drawings:

  • Road projects/street rehabilitation projects
  • Sanitary/Storm Sewer Projects
  • Watermain Projects
  • Drainage Projects
  • Traffic Signal Projects/Intersection Improvements/Traffic Studies/Traffic Counts
  • Railroad Crossing Improvements
  • Bridge Reconstruction Projects
  • Parking and Parking Lot Improvement Projects
  • Special Assessments
  • Flood Plain Maps
  • Flooding Records
  • Annexation files generally containing correspondence; annexation requests and agreements/contracts; recorded documents/plats; Council action.
  • Drainage Complaint correspondence
  • Easement files generally containing correspondence; Council action; recorded documents/surveys/plats.
  • Maps and/or plats for the following: Subdivisions (originals)
  • Right-of-Way Vacation files generally containing correspondence; Council action; recorded documents
  • Subdivision and site development files, generally containing correspondence; Council action; contracts/agreements/letters of credit; permits; as-builts/plats/recorded documents; tests and inspections; payouts; punchlists.
  • Utility permit files for Nicor Gas Company; Commonwealth Edison Company, Ameritech and Comcast Cable Services

Facilities

  • Contracts (copies)
  • Fire Alarm Testing reports (electronic)
  • Sprinkler Testing reports (electronic)

Finance Department

  • Annual budget - available in electronic format
  • Audited financial statements - available in electronic format
  • Budget correspondence - available in electronic format
  • Business license records - Some records are available in Electronic format
  • Cash and investment records (some records available in electronic format)
  • Copies of accounts receivable receipts
  • Financial administrative rulings (some records available in electronic format)
  • Financial procedures manuals - available in electronic format
  • Health Insurance renewal records
  • Liability Insurance renewal records
  • Maps:
    • Street Map (30"x 37", available for sale at Finance counter)
    • Addresses (42"x 62", available for sale at Finance counter)
    • Zoning (18" x 24", available for sale at Finance counter)
  • Miscellaneous billing records - Some records are available in Electronic format
  • Monthly financial statements - available in electronic format
  • Municipal leased parking records (some records available in electronic format)
  • Parking ticket records - Some records are available in Electronic format
  • Payroll records - Some records are available in Electronic format
  • Receipts (some electronic) and disbursements (electronic)
  • Summary of revenues and expenditures - available in electronic format
  • Water billing records (some electronic)

Purchasing

  • Bid files and related bid documents (some electronic)
  • Contracts (some electronic)
  • Copies of purchase orders issued (some electronic)

Fire Department

  • Department rules and regulations (some electronic)
  • Duty shift log books
  • Fire alarm reports and response time cards
  • Fire incident reports (NFIRS) (electronic)
  • Vehicle maintenance records (electronic)

Human Resources Department

  • Collective Bargaining Agreements
  • Correspondence and files related to matters concerning Board of Fire and Police Commissioners, including recruitment and selection of Police Officers and Firefighters and Commission Agendas and Meeting Minutes (electronic)
  • Personnel Records - - Employment forms; Employment Applications Received (electronic); Exit interview form; Job descriptions (electronic); Personnel policy manual (electronic and paper); Employee newsletter (electronic); Department rules and regulations and correspondence and memoranda.
  • Organizational Charts (electronic)
  • Workers Compensation (electronic)

Information Technology Department

  • Computer Consulting Agreements, final
  • Hardware Maintenance Agreements, final
  • Inventory records - computer hardware
  • Memoranda: final administrative memoranda concerning policy
  • Network diagrams
  • Procedures, final
  • Software License Agreements, final
  • Software Maintenance Agreements, final
  • Telephone/Communication Agreements, final
  • GIS Layers (ESRI Geodatabase format, electronic):
    • Street Centerlines, Addresses, Civil Defense Sirens, Edge of Pavement, Fire Districts, Parking Lots, Police Beats, Snow Routes, TIF Districts, City Limits, Building Footprints, Garbage Routes, Water Bodies, Special Service Areas, Drainage Basins, Traffic Signals, Zoning, Parcels, City Council Districts, Racks, Fire Stations, Fire Stations, Fire Districts, Road Program, Storm Utility, Sewer Utility, Parking Meters, Sidewalk Defects, Street Lights, Pavement, Markings, Curb Markings, Street Striping, Pavement Segments, Trees, PW Atlas Grid, Downtown Design District, Northside Overlay District, Land Use, Water Distribution Utility, Lakes, Streams, Schools, City Properties, Residential Teardowns, Street Signs, Public Trash Cans, Street Flower Pots, Street Landscaping Areas. Offenders, Daycare Locations, Police Beats, Parking Meters, Parking Lots, Sidewalks, Sidewalk Defects, Street Lights, Civil Defense Sirens, Pavement Markings, Curb Markings, Street Striping, Pavement Segments, Trees, PW Atlas Grid, Planned Unit Developments, Special Use Permits, Zoning, Downtown Design District, Northside Overlay District, Land Use, Water Distribution Utility, Lakes, Streams, Schools, Area Municipal Boundaries, Parks & Open Space, Buildings, City Properties, Wheaton Mosquito Abatement District, Liquor and Tobacco Licenses, Residential Teardowns, Wheaton Park District, Garbage Pickup Days, Crimes, Street Signs, Public Trash Cans, Street Flower Pots, Street Landscaping Areas.
  • GIS Maps Maintained as PDFs:
    • Addresses Map
    • Downtown Parking Map
    • Election Districts
    • Garbage Pickup Map
    • Land Use Map
    • Northside Residential Overlay District
    • Parking Meters and Lots
    • Street Map Zoning Map

Wheaton Public Library

  • By-laws of the Board of Trustees
  • Bid Documents and Contracts
  • Correspondence and memoranda
  • Employee List
  • Financial Information: Audit report; budget; invoices; orders; Treasurer’s monthly report; vouchers
  • Illinois Public Library Annual Report (IPLAR)
  • Library Card Eligibility and Use information
  • Library Director's monthly report
  • Minutes of meetings of the Board of Trustees
  • Policies, ex.: book selection; circulation of materials; rules and regulations; gifts policy; internet policy; personnel policy manual; reference policy; rules of conduct; freedom to read policy; mission statement; unattended children policy - available on the Library website
  • Reports
  • Wheaton Public Library Building & Renovation Project (see Assistant City Manager)

Planning & Economic Development Department 

  • 1997 Special Census / 2000 Census
  • Administrative Variation files
  • Board of Zoning Appeals Agendas, Minutes and Board Reports
  • Comprehensive Plan - current copies, amendments, related staff reports and Plan Commission recommendations
  • Group Care Home Commission minutes
  • Joint Review Board Minutes (TIF)
  • Liquor Control Commission Agendas and Minutes
  • Miscellaneous staff planning studies and reports
  • Plan Commission Agendas, Minutes and Commission Reports (2001, Commission dissolved and combined with BZA)
  • Planning & Zoning Board Agendas, Minutes and Board Reports
  • Statistical reports from regular and special censuses
  • Subdivision application files containing application, notices, exhibits, staff reports, correspondence
  • TIF District Annual Reports
  • TIF District Maps
  • TIF Interested Parties Registry
  • TIF Residential Relocation Assistance Policy
  • Tobacco Control Commission Agendas and Minutes
  • Zoning application files containing application, notices, exhibits, staff reports, transcript of hearings, correspondence
  • Zoning Ordinance - current copies, text amendments, historic copies

Police Department

  • Administrative orders (electronic and paper)
  • Administrative correspondence
  • Alarm Calls (paper)
  • Animal Violation log (electronic and paper)
  • Arrest reports; after case closed (electronic and paper)
  • Bicycle registration (paper)
  • Breathalyzer Logs (paper)
  • Briefing Sheets (electronic)
  • Citizen complaints, final response (paper)
  • Citizen Reports (electronic and paper)
  • Collective Bargaining Agreements (electronic and paper)
  • Court orders (electronic and paper)
  • Court Notices and Subpoena (electronic)
  • Court Transmittal Records (electronic and paper)
  • Coyote Incident reports (electronic)
  • Criminal and non-criminal police reports (electronic and paper)
  • Departmental orders (electronic and paper)
  • Disciplinary actions, final entry-only sustained, by contract
  • Extraordinary police service agreements (electronic)
  • Freedom of Information Act records (electronic and paper)
  • Grant Records (electronic and paper)
  • Grievance response, final entry (paper)
  • Handicapped Permit records
  • Illinois Department of Transportation reports (electronic)
  • LEADS Certificates (electronic and paper)
  • Local records disposal (paper)
  • Maps, crime and traffic (electronic
  • Missing/Lost animal log (paper)
  • Mutual aid agreements (paper)
  • Non-Commercial Solicitation applications (electronic and paper)
  • Officer court call (electronic and paper)
  • Handicapped permits (paper)
  • Press releases (electronic and paper)
  • Property control records, evidence (electronic and paper)
  • Purchase and/or sale of police items (final documents) (electronic and paper)
  • Firing Range inspection reports (paper)
  • Police Officer duty firearm inspection reports (paper)
  • Registered sex offender list (electronic)
  • Rules and regulations (electronic and paper)
  • School Crossing Guard records (electronic and paper)
  • Shift assignments (electronic and paper)
  • Special Event Applications (electronic and paper)
  • Squad maintenance reports (electronic and paper)
  • Tow rotation logs (paper)
  • Traffic accident reports (electronic and paper)
  • Training records (electronic and paper)
  • Uniform crime report (electronic and paper)
  • Warning notices of violations (electronic and paper)

Public Works Department

Administrative:

  • Correspondence and Memoranda - Interdepartmental/Outside (electronic and paper)
  • Standby Lists (electronic and paper)
  • Dutch Elm Disease notices and property liens (electronic and paper)
  • Emerald Ash Borer notices and property liens (electronic and paper)
  • Utility maps - water and sewer atlases
  • MSDS Master Logs
  • J.U.L.I.E. Location Requests (only 2 weeks electronically)
  • Certain inventory records: vehicles, equipment, and radios (electronic)
  • Copies of municipal garage assets and depreciation schedules (electronic)
  • Local 150 Seniority List (electronic and paper)

Forestry:

  • Ash Tree Inventory (electronic)
  • Tree trimming lists (electronic/paper)
  • Tree removal list - public property (electronic/paper)
  • Tree removal list - private property DED (electronic/paper)
  • Tree removal list - public property DED (electronic)
  • Tree planting list (electronic)
  • Tree replacement list (electronic)
  • Tree feeding list
  • Tree City USA Information (electronic/paper)
  • MSDS Logs
  • List of Ash Trees required to be removed from private property (electronic/paper)
  • Grass weed cutting locations (electronic/paper - electronic in progress)

Municipal Garage:

  • Vehicle and Equipment records and reports (electronic/paper)
  • Repair manuals and parts books (electronic/paper)
  • Snow removal and ice control equipment records (electronic/paper)
  • Standby generator service records (electronic/paper)
  • Gas, fuel and lubricant information - dispatch area (electronic/paper)
  • Vehicle safety inspection sheets
  • Shop tools and equipment records and information (electronic/paper)
  • Parts room inventory list (electronic)
  • Paint, materials and supplies information (electronic/paper)
  • MSDS Logs (electronic/paper)

Sewer Division:

  • Inspection forms - Manhole; T.V.; Smoke test; Dye test (electronic/paper)
  • Reports - monthly; summary; specific activity(electronic/paper)
  • Maps and Atlases (electronic/paper)
  • Records - Flow meter charts; event recorder charts; rain gauge charts (electronic/paper)
  • Data processing records - flow meter analysis (electronic)
  • Video Tap Recordings from T.V. inspections (electronic)
  • MSDS Logs
  • Motor/Generator Records (electronic/paper)

Signs-Street Division:

  • Painting - roadway locations (electronic)

Street Division:

  • Maps: snow routes, paving programs, central business district (electronic)
  • Driveway inspections (electronic)
  • Paving program file (electronic)
  • Sidewalk and street surveys (electronic)

Water Division:

  • Vehicle, equipment usage sheets, worksheets, mileage
  • Daily reports - various pumpage sheets, booster pumps, chemical use
  • Sampling Reports/Results - bacteriological samples, subdivision chlorination results, Trihalomethane samples, fluoride tests, lead samples, Volatile Organic Chemical reports, chlorine records
  • Lake Water Mineral Analysis
  • Hydrant Records - type, size, locations, repairs, painting/color coding, private hydrants, flow tests
  • Valve/Auxiliary Valve Records - locations, sizes, turns, etc.
  • B-Box locations
  • Meter Records - meter number, size, manufacturer, repairs/replacement, installations, meter readings, meter worksheets, meter test results, appointments, detector check meters, unread meter reports
  • Fire Hydrant Meter Rentals - 2 1/2" and turbine hydrant meters, bills sent/paid
  • Pump motor records/Generator records
  • Leak Survey Reports
  • Monthly & Yearly reports - pumpage, chemical, pump hours run, work done
  • Various Work Orders
  • Water Inspections - type, locations
  • New Service Installations (taps)
  • Punchlists (Subdivision)
  • 5-Day Notices (Service leaks)
  • Sprinkling Permissions List/Watering Tickets issued
  • RPZ/Backflow records
  • Cross-connection Surveys
  • Shut Off Notices - turn off/on
  • Water Quality Complaints
  • Phone Calls/Service Calls
  • MSA Air Mask Inspections
  • IDOT Reports/Emergency Repairs
  • Water Atlas/Distribution Maps/Account Number Maps
  • Equipment Files/Manuals
  • Payroll Records
  • MSDS Logs
  • Sanitary District shut-off fees, bill sent/paid
  • Damage to City property - bills