City of Wheaton, Illinois 2023 Directory of Records

Administration

Websites

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

City Clerk’s Office:

  • Agreements, generally (final)
  • Annexation Agreements (final)
  • Applications for Authority to Dispose of Local Records & Records Disposal Certificate
  • Boards & Commissions Agendas & Minutes
  • Boards and Commissions Membership Lists
  • Boards and Commissions Resumes/Applications
  • Certificates of Publication, Newspaper Clippings, Notices of Hearing, etc.
  • Certificates of Status of Exempt Property
  • Citizen Complaints (as of 2018)
  • City Code of Ordinances
  • 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 (final)
  • Election Information (City of Wheaton)
  • Feedback Emails (as of 2007)
  • Freedom of Information Act Records (electronic)
  • Honorary Street Sign Application
  • 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
  • Officials' Oaths and Bonds
  • Ordinances/Resolutions
  • Permits: Raffles; Going-Out-Of-Business
  • Planned Unit Developments (final)
  • Recapture Agreements (final)
  • Right of Way & Vacations
  • Statement of Economic Interests Lists
  • Task Force on Homelessness Minutes, Agendas, 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)
  • Disaster Crisis Plan
  • Downtown Streetscape Records
  • Energy Efficiency & Conservation Block Grant records
  • Housing Commission Applications, Agreements, 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
  • 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
  • Contractors working in city right-of-way (excavators, sewer, water, concrete and asphalt driveway, sidewalk, roadway) registration, bond and insurance
  • Current and past building codes including: Building, Residential, Mechanical, Fuel-Gas, Electrical, Plumbing, Fire, Energy Conservation, and Property Maintenance Codes
  • Elevator Inspection records
  • Fire Inspections
  • General, electrical, mechanical, demolition contractor registration and bond
  • House moving contractor registration, bond, and insurance
  • Sprinkler Ordinance Violation Records
  • State-licensed plumbing, roofing, fire alarm, and 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)
  • Recorded Council/Commission meetings (5 years - digital)
  • Social Media - Facebook, Twitter, Instagram, LinkedIn

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:

  • Annexation files generally containing correspondence; annexation requests and agreements/contracts; recorded documents/plats; and Council action.
  • Bridge Reconstruction Projects
  • Drainage Complaint correspondence
  • Drainage Projects
  • Easement files generally containing correspondence; Council action; recorded documents/surveys/plats.
  • Flood Plain Maps
  • Flooding Records
  • Illinois Department of Transportation Permits and Project Files
  • Maps and/or plats for the following: Subdivisions (originals)
  • Motor Fuel Tax Records
  • Parking and Parking Lot Improvement Projects
  • Road projects/street rehabilitation projects
  • Railroad Crossing Improvements
  • 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
  • Sanitary/Storm Sewer Projects
  • Special Assessments
  • Traffic Signal Projects/Intersection Improvements/Traffic Studies/Traffic Counts
  • U.S. Department of Labor Report of Building Permits Issued and Local Public Construction
  • Utility permit files for Nicor Gas Company; Commonwealth Edison Company, Ameritech, and Comcast Cable Services
  • Watermain Projects

Facilities

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

Finance Department

  • Annual budget - available in electronic format
  • Appraisals
  • Audited financial statements - available in electronic format
  • Bank Statements, Deposit Slips, Canceled Checks
  • Bond Registers
  • Budget correspondence - available in electronic format
  • Business license records - Some records are available in Electronic format
  • Canceled Bonds and Coupons
  • Cash and investment records (some records available in electronic format)
  • Collection Records
  • Copies of accounts receivable receipts
  • Damage to City property - bills
  • Dupage County's Treasurer's Real Estate Tax Listings
  • Financial administrative rulings (some records available in electronic format)
  • Financial procedures manuals - available in electronic format
  • Grant Records
  • Health Insurance renewal records
  • Insurance Policies and Claims (all types)
  • Ledgers & Journals (all areas)
  • Liability Insurance renewal records
  • Liens
  • Maps:
    • Addresses (42"x 62", available for sale at Finance counter)
    • Street Map (30"x 37", 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
  • Personal Property Replacement Tax Records
  • Petty Cash Records
  • Postage Records
  • Receipts (some electronic) and disbursements (electronic)
  • Sanitary District Shut-Off Fees, bills sent/paid
  • Special Assessment Files
  • Summary of revenues and expenditures - available in electronic format
  • Tax Anticipation Warrants
  • Tax Levies
  • Transfer Tax Stamps
  • Utility Bill Receipts
  • Utility Delinquency Notices and Collection Agency Records
  • Vendor Listings
  • Vouchers
  • Water billing records (some electronic)

Fire Department

  • Annual Reports
  • Department rules and regulations (some electronic)
  • Duty shift log books
  • Fire alarm reports and response time cards
  • Fire incident reports (NFIRS) (electronic)
  • Hose Records
  • Ladder Records
  • 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)
  • Employee Medical Files
  • Equal Employment Opportunity Commission reports
  • IS Immigration & Naturalization Service Form I-9 Employment Eligibility verification forms
  • Illinois Municipal Retirement Fund Records
  • Organizational Charts (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.
  • Salary Schedules & Salary Survey
  • Time Records (Vacation, Compensatory, Sick, Overtime, Leaves, etc.)
  • Unemployment Compensation, wage report
  • Workers Compensation (electronic)

Information Technology Department

  • Computer Consulting Agreements, final
  • GIS Layers (ESRI Geodatabase format, electronic):
    • Abatement District, Addresses, Area Municipal Boundaries, Building Footprints, Buildings, City Council Districts, City Limits, City Properties, Civil Defense Sirens, Crimes, Curb Markings, Daycare Locations, Downtown Design District, Drainage Basins, Edge of Pavement, Fire Districts, Fire Stations, Garbage Pickup Days, Garbage Routes, Lakes, Land Use, Liquor and Tobacco Licenses, Northside Overlay District, Offenders, Parcels, Parking Lots, Parking Meters, Parks & Open Space, Pavement Markings, Pavement Segments, Planned Unit Developments, Police Beats, Public Trash Cans, PW Atlas Grid, Racks, Residential Teardowns, Road Program, Schools, Sewer Utility, Sidewalk Defects, Sidewalks, Snow Routes, Special Service Areas, Special Use Permits, Storm Utility, Streams, Street Centerlines, Street Flower Pots, Street Landscaping Areas, Street Lights, Street Signs, Street Striping, TIF Districts, Traffic Signals, Trees, Water Bodies, Water Distribution Utility, Wheaton Mosquito Wheaton Park District, Zoning,
  • 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
  • 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
  • Various Video Recordings

Legal Department

  • Court Transmittals and Disposition Sheets
  • Legal Case Files

Planning & Economic Development Department 

  • 1997 Special Census / 2000 Census / 2020 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 and agendas
  • Group Home License Applications
  • Illinois Department of Revenue Retail Tax Listings and Supplemental Records
  • Joint Review Board Minutes (TIF)
  • Liquor Control Commission Agendas and Minutes
  • Miscellaneous staff planning studies and reports
  • Petitions
  • Plan Commission Agendas, Minutes, and Commission Reports (2001, Commission dissolved and combined with BZA)
  • Planning & Zoning Board Agendas, Minutes and Board Reports
  • Planning Studies and Surveys
  • 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 Subpoenas (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:

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

Forestry:

  • Ash Tree Inventory (electronic)
  • List of Ash Trees required to be removed from private property (electronic/paper)
  • MSDS Logs
  • Tree City USA Information (electronic/paper)
  • Tree feeding list
  • 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 trimming lists (electronic/paper)
  • Turf Maintenance Locations (electronic/paper - electronic in progress)

Fleet Services:

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

Sewer Division:

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

Signs-Street Division:

  • Painting - roadway locations (electronic)

Street Division:

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

Water Division:

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

Purchasing

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

Wheaton Public Library

  • Bid Documents and Contracts
  • By-laws of the Board of Trustees
  • Correspondence and memoranda
  • Employee List
  • Employment Applications & Resumes
  • Employment Forms
  • Financial Information: Audit report; budget; invoices; orders; Treasurer’s monthly report; vouchers
  • Freedom of Information Act Records
  • Job Descriptions
  • 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
  • Personnel Files (old and current)
  • Personnel Wages, titles, grades, start dates
  • Policies, ex.: book selection; circulation of materials; freedom to read policy; gifts policy; internet policy; mission statement; personnel policy manual; reference policy; rules and regulations; rules of conduct; unattended children policy - available on the Library website
  • Reports
  • Wheaton Public Library Building & Renovation Project (see Assistant City Manager)