2012 Budget Summary - Chicago Park District

General Administrative ServicesThe Department of General Administrative Services provides general services throughout the ChicagoPark District. This unit is responsible for proper storage, management/care and control,retrievals/deliveries, retentions, and disposals of the District’s records in accordance with State andLocal Records Act 50LLCS205. We also provide customer service on behalf of the District to include butnot limited to greeting visitors, obtaining and providing accurate information as requested, schedulingappointments/meeting locations, receiving all incoming calls and providing speci fic answers in regard toquestions/concerns, etc. and direct calls to the appropriate department or employee. In addition, thisdivision is responsible for the collection and delivery of mail throughout the District, receipt anddeliveries for all UPS, FedEx and DHL packages, and collection/distribution and preparation for allmessenger and US mail scheduled for shipping.Department ExpendituresAccount 2010 Actual 2011 Budget 2012 BudgetPersonnel Services $ 604,678 $ 773,673 $ 641,986Materials & Supplies $ 32,933 $ 99,000 $ 91,621Contractual Services $ 527,140 $ 530,600 $ 431,781Total $ 1,164,751 $ 1,403,273 $ 1,165,388Personnel FTE 9 9 8$1,500,000$1,250,000$1,000,000$750,000$500,0002009 2010 20112011 AccomplishmentsIncreased productivity within the mail room by reduced regional mail deliveries from five (5) day tofour (4) days without effecting service levels.Updated/revised Record Management Inventory and placed same on the Shared Drive for thepurpose of making available all information to potential requestors while simplifying retrievalrequests.Expedited record/file retrievals by developing a request which requires detailed informationprovided by the provider and to accommodate the new Freedom Of Information Act (FOIA)requirements.Established accountability for paper supplies by reorganized, properly stocked and developed arelease form for deliveries for the Administrative Building and Reprographics division usage.Developed an inventory, which is placed on the Shared Drive for general use and updated after eachdelivery.2012 GoalsIncrease delivery response time for Record Management requests 24 to 48 hours.Repackage 1500 damaged record storage boxes.Locate and identify records and/or files stored within various regional field houses. Inventory and/ordispose of if and when appropriate. Disposal of an additional 30,000 lbs. or 25% of old records (based on available funding) .Reduce annual postal expenditures by purchasing a BULK MAILING PERMIT and Addressing System115