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DOWNSTATE LOCAL RECORDS COMMISSION Margaret Cross Norton Building Conference Room – 2nd Floor Springfield, Illinois MINUTES Meeting of July 6, 2011 MEMBERS PRESENT: Dave Joens, representative of the Secretary of State; Jack Ahola, Macon County State’s Attorney; Patty Sprague, St. Clair County Auditor; and Gary Stockton, State Historian Designee MEMBERS ABSENT: John Curtin, Chairman Local Records Commission and Christian County Board Chairman and Robert Walters, Mayor of Beardstown STAFF PRESENT: Gloria Huston, Sheila Cowles, Rheta Miller, Wanda Schmidgall, and Pat Sriner STAFF ABSENT: None GUESTS: None Acting as Chairman Dave Joens called the meeting of the Downstate Local Records Commission to order at 10:05 AM. A motion was made by Patty Sprague and seconded by Gary Stockton to accept the June 7, 2011 minutes as submitted. OLD BUSINESS: None NEW BUSINESS: The first order of business was the proposed retention period for “Insurance Services Office (ISO) Reports, includes record previously called Illinois Inspection Bureau Reports.” These records were submitted by the Savoy Fire Department in Champaign County on Application 11:172, Item #16. Gloria Huston stated that the ISO report is an independent evaluation of Fire Department capabilities, equipment, and personnel used for the purpose of determining insurance rating for the community served thus effecting individual insurance policy rates. She added that many companies now use zip code ratings. There is no current retention period at this time. Jack Ahola made a motion to accept the proposed retention period of “Retain for one (1) year following expiration of certification or recertification, then dispose of.” Gary Stockton seconded the motion. The motion carried. The following new applications, add-ons, and amendments were accepted as submitted, with the exception of Amendment of Item #48, DuPage County Application #98:172, Carol Stream Police Dept., to be deferred until the August 2, 2011 meeting because it addresses Law Enforcement Agencies’ Recordings of In-Car Video Camera and Audio Recording Equipment and Taser Videos. Ms. Huston explained that the retention for this was approved by the Cook County Local Records Commission but had never been presented to the Downstate Commission. And, there was not enough time to have the agency re-posted on the Website before today’s meeting. The motion was made by Gary Stockton and seconded by Patty Sprague. The motion carried. NEW APPLICATIONS: County Agency Application No. City Champaign Savoy Fire Dept. 11:172 Savoy Will Laraway C.C.S.D. #70-C 11:173 Joliet Winnebago Rockton Grade School Dist. #140 11:174 Rockton Jasper Village of Rose Hill 11:175 Hidalgo Fulton City of Farmington 11:176 Farmington Bureau Ladd C.C.S.D. #94 11:177 Ladd Hamilton Hamilton Co. Highway Dept. 11:178 McLeansboro DuPage Villa Park Police Pension Board 11:179 Villa Park Hamilton Hamilton Co. State's Attorney 11:180 McLeansboro LaSalle LaSalle Co Circuit Clerk 13th Judicial 11:181 Circuit Lee Lee Co Circuit Clerk 15th Judicial Circuit 11:182 McLean McLean Co Circuit Clerk 11th Judicial Circuit 11:183 Stark Stark Co Circuit Clerk 10th Judicial Circuit 11:184 Stephenson Stephenson Co Circuit Clerk 15th Judicial Circuit 11:185 LaSalle LaSalle Co Circuit Clerk 13th Judicial 11:186 Circuit LaSalle LaSalle Co Circuit Clerk 13th Judicial 11:187 Circuit Sangamon Sangamon Co Circuit Clerk 7th Judicial Circuit 11:188 ADD-ONS: County Agency Application # Add-on Item #’s DuPage Carol Stream Police Dept. 98:172 54 and 55 DuPage City of West Chicago 06:047 88 DuPage Glendale Heights Police Dept. 07:323 71 Kane Campton Hills Police Dept. 08:284 33 Kane City of Saint Charles 08:134 177 Knox Galesburg Police Dept. 89:359 95 - 99 Lake Round Lake Police Dept. 08:271 71 - 83 Lake Village of Round Lake 08:365 84 - 92 Macoupin Macoupin Co. Health Dept. 11:116 305 and 514 McDonough McDonough Co. Clerk & Recorder 91:051 225 McLean McLean Co. Clerk 07:112 515 Morgan City of Jacksonville 10:125 522 Morgan Morgan Co. Clerk 88:079 192 Randolph Randolph Co. Health Dept. 10:150 48 - 50 Shelby Windsor C.U.S.D. #1 10:308 415 - 417, 607, and 810 Tazewell Academy at Illinois Central College 11:087 302 Tazewell Marquette Heights Police Dept. 98:059 27 Tazewell Tazewell Co. Health Dept. 11:145 418 and 511 Winnebago Rockton Police Dept. 08:264 117, 324, 325, 326, and 423 Winnebago Winnebago Co. Health Dept. 87:123 360 - 366 AMENDMENTS: County Agency Application # Amendment Item #’s DuPage Carol Stream Police Dept. 98:172 4, 28, 36, and 43 DuPage Lake Park High School Dist. #108 87:039 1, 36, and 68 DuPage Glendale Heights Police Dept. 07:323 5, 39, and 49 Fayette Fayette Co. Clerk & Recorder 84:221 89, 90, 91, 92, and 93 Lake Lake Forest School Dist. #115 87:245 3 and 20 Lake Lake Forest School Dist. #67 85:343 1 Lake Village of Round Lake 08:365 61 Shelby Windsor C.U.S.D. #1 10:308 800 Tazewell Tazewell Co. Health Dept. 11:145 505 Will Will Co. Supervisor of Assessments 02:096 19 Winnebago Winnebago Co. Health Dept. 87:123 19, 20, 44, 53, 56, 69, 71, 73, 81, 83, 84, 92, 102, 113, 130, 141, 146, 154, 173, 174, 181, 185, 192, 194, 205, 206, 212, 213, 215, 216, 221, 223-225, 227, 229-231, 239, 246, 249, 258, 279-281, 286, 306-308, 310, 328, 332, 341, 345, and 356 Date of the next meeting of the Downstate Local Records Commission is Tuesday, August 2, 2011. Gary Stockton made a motion to adjourn and Jack Ahola seconded that motion. The meeting adjourned at 10:12 A.M. Minutes submitted by: Pat Sriner, Archives’ Local Records Unit