Finding public records in Charleston may become easier. The Charleston City Council will vote today to adopt a policy to outline access to public records.

This information will be compiled in a pamphlet that will be made publicly available listing what information is available and from which departments it can be attained.

“Some people do not know what information is available,” said City Clerk Deborah Muller. “This will help them to find out.”

Adopting this policy will allow the city to better comply with the Illinois Freedom of Information Act. According to the Act, all public bodies must “produce a brief description of the procedures citizens must follow in requesting information and public records.”

Also, the Act requires the creation of a directory listing those people to whom requests for information or records should be directed. The policy City Council will vote to adopt will also help comply with this regulation.

“It organizes the process and provides an index of records to each department within the city,” said City Manager Scott Smith.

In addition, the Council will vote on the leasing of a new software system, Timekeeping Software by Kronos, Inc. This new software will make calculating payroll more efficient, said Muller.

Currently, payroll information is entered manually, and the system upgrade will allow for more computerization in the process. The software is also integrated and will coincide with other current payroll software.

According to Smith, the cost of personnel and time to handle payroll manually is approximately $15,000 to $20,000 annually. The Timekeeping software is being purchased on an 18-month lease-to-purchase order for $37,000.

The software will also serve as a launching platform for other developments, Smith said.

The City Council will also be voting on the emergency purchase of a new vehicle for the city. The vehicle, a 1998 Heavy Duty 3500 truck with a 32′ bucket, will replace a truck that burned up last year.

The vehicle will cost $10,700, and $5,834 is available from the insurance collected on the old truck.

The extended length bucket on the new truck will eliminate the need to contract out for some utilities, such as light bulb replacements.

“The truck will provide us with an additional opportunity to keep some of this work in-house,” said Smith.