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City Council Minutes 2005 05-24-05 MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL, OF THE UNITED CITY OF YORKVILLE. KENDALL COUNTY. ILLINOIS, HELD IN THE CITY COUNCIL CHAMBERS. 800 GAME FARM ROAD ON TUESDAY, MAY 24.2005. Mayor Prochaska called the meeting to order at 7:03 P.M and led the Council in the Pledge of Allegiance. - ROLL CALL Clerk Milschewski called the roll. Ward I James Present Leslie Present Ward 11 Burd Present Wolfer Present Ward III Ohare Present Munns Present Ward IV Besco Present Spears Present Also present: City Clerk Milschewski, City Treasurer Powell, City Administrator Graff, City Attorney Wyeth, Police Chief Martin, Director of Public Works Dhuse, Finance Director Pleckham and Executive Director of Parks & Recreation Brown. OUORUM A quorum was established. EXECUTIVE SESSION Mayor Prochaska entertained a motion to go into Executive Session for the purpose of discussing the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. So moved by Alderman Ohare; seconded by Alderman Leslie. Motion approved by a roll call vote. Ayes -8 Nays-0 Ohare -aye, Besco -aye, Burd -aye, James -aye, Wolfer -aye, Munns -aye, Spears -aye, Leslie -aye Mayor Prochaska asked that the City Clerk and City Attorney be included. The City Council entered into Executive Session at 7 :04 P.M. The City Council returned to regular session at 7:35 P.M. INTRODUCTION OF GUESTS Mayor Prochaska asked the staff and guests to introduce themselves. He welcomed the guests and asked them to enter their names on the attendance sheet provided. AMENDMENTS TO THE AGENDA Mayor Prochaska amended the agenda by moving the presentation to Officer Bozue from the Mayor's Report to after the amendments to the agenda. PRESENTATIONS Mayor Prochaska, along with Chief Martin, presented Officer Steven Bozue with a Certificate of Achievement in recognition of his receiving his police officer certification from the Police Training Institute on March 25, 2005. COMMITTEE MEETING DATES Public Works Committee 7:00 P.M., Monday, June 27, 2005 City of Yorkville Conference Room 800 Game Farm Road Economic Development Committee 7:00 P.M., Thursday, June 16, 2005 City of Yorkville Conference Room 800 Game Farm Road The Minutes of the Regular Meeting of the Citv Council — Mav 24, 2005 - page 2 Administration Committee 7:00 P.M., Thursday, June 2, 2005 City of Yorkville Conference Room 800 Game Farm Road Public Safety Committee 6:30 P.M., Monday, June 9, 2005 City of Yorkville Conference Room 800 Game Farm Road Ad Hoc Technology Committee 7:00 P.M., Wednesday, May 25, 2005 City of Yorkville Conference Room 800 Game Farm Road Mayor Prochaska noted that he was looking for a few more members for the Adhoc Technology Committee. Currently, Aldermen Ohare and Wolfer are the co- chairs of the committee. He asked that anyone interested contact him. Alderman Besco noted that Public Works Committee meets on the same day as the Park Board and he would like to attend the Park Board meetings. Mayor Prochaska noted that Alderman Besco was the chairman of the Public Works Committee and could change the date if he so wished. PUBLIC E ARIN None. CITIZEN COMMENTS None. PRESENTATIONS None. CONSENT AGENDA I . Treasurer's Reports for May — December 2004 2. Ordinance 2005 -45 — Authorizing the Execution and Delivery of an Intergovernmental Cooperation Agreement for Collateralized Single Family Mortgage Revenue Bonds - authorize the Mayor and City Clerk to execute 3. Ratify Tax Levy — Not to Exceed the Rate of .7326 or the amount of $1,746,203.30 4. Acceptance of Cannonball Park OSLAD Grant - authorize the Mayor to execute 5. Grande Reserve Park E — Request to Name as Rotary Park 6. Resolution 2005 -30 - 2005 Joint & Crack Filling MFT Appropriation - authorize the Mayor and City Clerk to execute 7. 2005 In -Town Drainage Improvements - Change Order #1 — authorize increase in an amount not to exceed $23,946 00 and authorize Mayor to execute Mayor Prochaska entertained a motion to approve the Consent Agenda as presented. So moved by Alderman Besco; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -8 Nays -0 Burd -aye, James -aye, Leslie -aye, Mums -aye, Spears -aye, Wolfer -aye, Ohare -aye, Besco -aye PLANNING COMMISSIONJZONING BOARD OF APPEAL Mayor Prochaska reported that he forgot his notes from the last Plan Commission meeting and will have them at the next meeting. MINUTES FOR APPROVAL A motion was made by Alderman James to approve the minutes of Committee of the Whole meeting from May 3, 2005; seconded by Alderman Ohare. Alderman Ohare noted that she gave a copy of the minutes with a few grammatical corrections to Clerk Milschewski. Minutes approved as corrected by a viva voce vote. BILLS FOR APPROVAL A motion was made by Alderman James to approve the paying of the bills listed on the Detailed Board Report dated May 13, 2005 totaling the following amounts: checks in the amount of The Minutes of the Regular Meeting of the Citv Council — Mav 24.2005 —page 3 $228,294.73 (vendors — F/Y 04105); $256,603.65 (vendors — F/Y 05106); $25,346.20 (payroll period ending 4/30/05 — FY 04/05 — Elected Officials); $155,355.22 (payroll period ending 4/30/05 — FY 04/05) for a total of $665,599.80; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -7 Nays -0 Present -1 Besco -aye, Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye, Spears - present, Wolfer -aye REPORTS MAYOR'S REPORT Appointment of Finance Director Mayor Prochaska entertained a motion to approve the reappointment of Traci Pleckham as Finance Director for the United City of Yorkville. So moved by Alderman Wolfer; seconded by Alderman James. Motion approved by a roll call vote. Ayes -8 Nays -0 Spears -aye, Wolfer -aye, Besco -aye, Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye Appointment of Executive Director of Parks & Recreation Mayor Prochaska entertained a motion to approve the reappointment of Laura Brown as Executive Director of Parks & Recreation for the United City of Yorkville. So moved by Alderman James; seconded by Alderman Wolfer. Motion approved by a roll call vote. Ayes -8 Nays -0 Wolfer -aye, Besco -aye, Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye, Spears -aye Appointment of Deputy Clerk Upon the recommendation of the City Clerk, Mayor Prochaska entertained a motion to approve the appointment of Bart Olson as Interim Deputy Clerk for the United City of Yorkville for the period of one month. So moved by Alderman Wolfer; seconded by Alderman Burd. Mayor Prochaska explained that the position will be an interim one for one month to allow for the revision of the job description and ordinance for the Deputy Clerk position. Motion approved by a roll call vote. Ayes -8 Nays -0 Besco -aye, Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye, Spears -aye, Wolfer -aye Recommendation of Alderman Valerie Burd as Mayor Pro Tern for FY 05/06 Mayor Prochaska entertained a motion to approve the recommendation for Alderman Burd as Mayor Pro Tem for fiscal year 2005/2006. So moved by Alderman Besco; seconded by Alderman Wolfer. Motion approved by a roll call vote. Ayes -8 Nays -0 Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye, Spears -aye, Wolfer -aye, Besco -aye Department Head Reviews Mayor Prochaska reported that on Tuesday, June 7, 2005, the reviews for the City Administrator, Police Chief and the Executive Director of Parks & Recreation would be available for review by the City Council. ATTORNEY'S REPORT Attorney Wyeth reported that there were two items to be considered under his report. Each involves the relationship with the City and its employees. Ordinance 2005 -46 Prohibiting Contractual Relationships with Spouses and Relatives or Certain Elected Officials, Officers and Employees Mayor Prochaska entertained a motion to approve an Ordinance regarding prohibiting contractual relationships with spouses and relatives or certain elected officials, officers and employees as presented. So moved by Alderman Munns; seconded by Alderman Spears. The Minutes of the Regular Meeting of the Citv Council — Mav 24.2005 - Dage 4 Alderman Burd asked that the words "for monetary gain:' be added to ordinance on page one, second paragraph. Attorney Wyeth stated that the wording should be amended to read, "..... favoritism in the processes of engaging for monetary gain or contracting for monetary gain for products...." Alderman Spears asked if it was legal to amend the ordinance in this way and if the labor attorney had reviewed the ordinance. Attorney Wyeth stated that he consulted with labor Attorney Smith and the changes were legal. There was also a brief discussion regarding "in kind" services and bartering being the same as monetary gain. Motion approved by a roll call vote. Ayes -8 Nays -0 James -aye, Leslie -aye, Munns -aye, Ohare -aye, Spears -aye, Wolfer -aye, Besco -aye, Burd -aye Resolution 2005 -31 Amending Employee Manual Regarding Prohibited Employment Of Certain Spouses and Relatives Mayor Prochaska entertained a motion to approve a Resolution amending the Employee Manual regarding prohibited employment of certain spouses and relatives as presented. So moved by Alderman Munns; seconded by Alderman Ohare. Alderman Ohare asked if the Employee Manual should reference "future directors" to cover future job descriptions. There was some discussion and it was decided to amend the Employee Manual as affected job descriptions are added. Motion approved by a roll call vote. Ayes -8 Nays -0 Leslie -aye, Munns -aye, Ohare -aye, Spears -aye, Wolfer -aye, Besco -aye, Burd -aye, James -aye Robert's Rules 101 Attorney Wyeth continued his informational report on Robert's Rules by covering the handling of a motion (page 31). A basic motion has six steps. The first three (making of the motion, the seconding of the motion, the chair restating the motion) are how a motion is brought before the assembly. The second three steps (debate, putting of the motion to the question, announcing the results) are the consideration of the main motion. All of these steps are recorded into the official record. He stated that motions are a big topic covered in the Robert's Rules so he will cover various types of motions in the future. He stated that a motion is the basic avenue to do anything officially. CITY CLERK'S REPORT No report. CITY TREASURER'S REPORT No report. CITY ADMINISTATOR'S REPORT Special Census Administrator Graff reported that the City has received notice from the United States Department of Special Census that they have received the United City of Yorkville's information and a contract will be brought to a Committee of the Whole meeting so that the special census can move forward. He stated that he was anticipating that the special census will begin in 60 -70 days contingent on the approval of the maps of the City. He also noted that the City will be looking for office space for the census workers. Alderman Ohare asked if this would be a full census and Administrator Graff stated that this is correct. He further explained that by the time of the contrast, the City has to demonstrate and attest to all the newly annexed property through the use of a map that is created by the Department of the Special Census. Once the map is approved, the census should begin after 60 days. Transportation Bill Administrator Graff reported that he received an e-mail alert regarding the transportation bill before the United States House of Representatives and Senate. The House approved a $285 billion transportation bill and the Senate approved a $295 billion transportation bill. They are now in conference and by May 26, 2005 they should have an amount to give to the President to see if he will accept. He stated that this bill is important to Yorkville because there are numerous projects that are related to transportation (Route 47, Eldamain Road and Prairie Parkway). I I The Minutes of the Regular Meeting of the Citv Council — Mav 24, 2005 — na g 5 g g � FINANCE DIRECTOR'S REPORT Director Pleckham reported that she did not receive the signature cards for the In -Town Road Program back from the City Council. She asked that they be returned to her. Alderman Burd stated that she just picked them up from her mailbox and would sign and return them. DIRECTOR OF PUBLIC WORKS REPORT Director Dhuse reported that the Well 47 treatment facility should be turned on tomorrow morning. He stated that everything has been going smoothly. Mayor Prochaska stated that he had an opportunity to go through the treatment facility on the Moser property and he was excited by the technology. He explained that if anyone was interested in touring a treatment facility, they should contact Director Dhuse CHIEF OF POLICE REPORT No report. EXECUTIVE DIRECTOR OF PARKS & RECREATION REPORT Beecher Center Parking Lot Director Brown reported that the Beecher Center parking lot was in the process of being ground down and resurfaced. She stated that the paving would be done tomorrow and the striping would be done over the weekend. Rice Park Director Brown reported that Rice Park is under constructions. She stated that there was some problem with the playground equipment so it will be closed for the next 5 -10 days. She explained that the park has been fenced off until the problem is resolved. Country Hills Park Alderman Leslie reported to Director Brown that the water fountain in the County Hills Park has been pulled off and there is some exposed hardware. He asked that it be looked into because it could be a safety issue. Sunflower Park Director Brown reported that a Town Meeting was held for the Sunflower Park. She stated that - approximately 25 -30 residents were in attendance and reviewed the park design. The residents were in favor of the park design however suggested a few minor changes such as exchanging soccer fields for half court basketball courts COMMUNITY & LIAISON REPORT No report. COMMITTEE REPORTS PUBLIC WORKS COMMITTEE REPORT Ordinance 2005 -47 Amending City Code Regarding Permanent Landscape Watering Systems for Non - Residential Properties A motion was made by Alderman Besco to approve an Ordinance amending the City code regarding permanent landscape watering system for non residential properties as presented; seconded by Alderman Spears. Mayor Prochaska explained that this will regulate the watering of landscaped areas in commercial, industrial and multifamily areas where there is one building/acre or multiple buildings on three acres as well as open areas in residential development. Alderman Ohare asked if the City received any opposition or comments from developers affected by this. Administrator Graff stated that the developers are asking for this and supported the ordinance. Motion approved by a roll call vote. Ayes -8 Nays -0 Munns -aye, Ohare -aye, Spears -aye, Wolfer -aye, Besco -aye, Burd -aye, Leslie -aye, James -aye ECONOMIC DEVELOPMENT COMMITTEE REPORT Ordinance 2005 -48 Lincoln Prairie Yorkville Annexation Agreement A motion was made by Alderman Munns to approve an Annexation Agreement and Rezoning to M -2 Manufacturing District for Lincoln Prairie of Yorkville and approve an Ordinance authorizing the execution of the Annexation Agreement by the Mayor and City Clerk upon final legal review; seconded by Alderman Ohare. The Minutes of the Regular Meeting of the Citv Council — Mav 24, 2005 — nab Alderman Munns noted that the Economic Development Committee approved of the agreement. Motion approved by a roll call vote. Ayes -9 Nays -0 Ohare -aye, Spears -aye, Wolfer -aye, Besco -aye, Burd -aye, James -aye, Leslie -aye, Munns -aye, Prochaska -aye Ordinance 2005 -49 Lincoln Prairie Yorkville Annexation A motion was made by Alderman Munns to approve the Ordinance annexing Lincoln Prairie of Yorkville as presented upon legal review; seconded by Alderman Ohare. Motion approved by a roll call vote. Ayes -8 Nays -0 Spears -aye, Wolfer -aye, Besco -aye, Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye PUBLIC SAFETY COMMITTEE REPORT No report. ADMINISTRATION COMMITTEE REPORT Approval of Engineering Assistant's Degree Program and Tuition Reimbursement for FY 04/05 A motion was made by Alderman James for the approval of the Engineering Assistant's Degree Program and Tuition Reimbursement for FY 04/05 as presented; seconded by Alderman Wolfer. Alderman Spears stated that she had additional information she received and she distributed a copy of a time study (see attached) for the Engineering Assistant, Office Assistant and Receptionist for information purposes. Alderman Burd commented that when she was on the Administration Committee this came up several times. She read from the Employee Manual that requests from employees for enrollment in a college degree or certificate program must be submitted by the department head to the Mayor and City Council for approval. She stated that this leaves it up to the committee to decide what they think is fitting. She noted that this issue has become a point of contention between several aldermen and the Mayor and she further noted that she voted against this while she was on the Administration Committee. She stated that she has spoken to residents in her ward and she has never had one say that they wanted the City Council to give college education funding to all the employees on an open handed basis. She stated that those who have agreed to it have stated that it should be tied to current job performance. She stated that she has received numerous a -mails from people who would be willing to come before the Council to provide information on their company's education programs. She read an e -mail from Joseph Kim, a dentist in Yorkville, dated January 25, 2005 giving his opinion on education programs and offering suggestions for reimbursement. She stated that she did not feel that the residents of Yorkville were in favor of education reimbursement so she did not support this. Alderman Spears noted that the City does pay for tuition once it has been approved, one degree above what the job description call for. She stated that the job description for Engineering Assistant calls for a high school diploma or GED. She stated that it was contrary to pay for a bachelor's degree. , She stated that the City could have possibly considered paid for an associate's degree but not a bachelor's degree. She stated that the tuition reimbursement policy needs to be adjusted so that this is clear. Alderman Wolfer commented that he felt very strongly that reimbursing tuition is a benefit that should be given to employees. He stated that an employee should not have to beg for the benefit and that this benefit should be applied consistently acres the board. He stated that he spoke with the City Engineer Joe Wywrot who assured him that this is not a secretary position; that the employee is proficient in Auto CAD and that she does site planning. He also reported that he called several human resource departments to find out what plans other employers have and he reviewed the City's policy. He stated that the policy does need to be adjusted however in the meantime the City Council needs to approve or disapprove this reimbursement to finalize this as this employee has come to the Council for reimbursement several times. Alderman Ohare stated that she reread the information that Administrative Intem Bart Olson provided to the City Council. Mr. Olson checked with several cities and reported how they handle tuition reimbursement. She stated that Yorkville's policy seemed close to theirs. She stated that the employee has followed the policy so she supported the reimbursement. i I The Minutes of the Regular Meeting of the Citv Council — Mav 24, 2005 — Dagg 7 Alderman Munns stated that he agreed philosophically that the City needs to have a career development policy however only to the degree that is approved according to the policy. The current policy states that degrees have to be approved by the City Council first. He stated that employees should not come back time and time again after the reimbursement has been denied. He also stated that he felt that part of the problem is that the current policy is not clear. He stated that he did not feel that this degree is needed for the employee's current position. Treasurer Powell commented that he remembered that the Administration Committee did not turn down the reimbursement but rather deferred it until a policy was established. Alderman Spears stated that Treasurer Powell was incorrect; this was turned down at least twice. Alderman Ohare stated that she read in the meeting minutes that the reimbursement was tabled. Alderman Wolfer asked if the present Administration Committee recommended the reimbursement and Mayor Prochaska stated that the former committee recommended it. Alderman Burd pointed out that the former A dministra tion Committee also recommended a change in the policy that would give free education to any employee. Alderman Wolfer stated he was not concerned with that because most employees won't use the benefit. Alderman Burd stated that the change in the policy shows the committees intent to give free education. Alderman Wolfer noted that it would take a very dedicated employee to go through the rigors of college while working. Alderman Spears stated that if the employees do take advantage of this benefit, how is it to be addressed. Alderman Wolfer stated that if it is a benefit for one it is a benefit for all. Alderman James stated that the City had a policy and the employee met the requirements of it however the Administration Committee deferred payment until the policy was amended. The policy was changed in January 2005 and the employee still meets the requirements. He stated that he supports the reimbursement. Alderman Besco stated that this is the worse policy the City Council has ever adopted. He recommended that every committee review every job description that has been approved and show what degree they are entitled to ask for. Alderman Leslie commented that an employee was waiting for reimbursement however he stated that he was not going to vote for it. He explained that this policy has been worked on for some time and everyone is still not in agreement. He stated that his responsibility lies with representing the citizens and until the policy is in black and white, he would not support it. After a lengthy discussion regarding the policy, career development and the Engineering Assistant's reimbursement, Alderman Burd made a motion to call the question; seconded by Alderman Spears. Motion to call the question approved by a roll call vote. Ayes -7 Nays -1 Besco -nay, Burd -aye, James -aye, Leslie -aye, Munns -aye, Ohare -aye, Spears -aye, Wolfer -aye Motion defeated by a roll call vote. Ayes -3 Nays -5 Wolfer -aye, Besco -nay, Burd -nay, James -aye, Leslie -nay, Munns -nay, Ohare -aye, Spears -nay ADDITIONAL BUSINESS Organizational Chart Alderman Spears stated that the City Council received updated public information for the United City of Yorkville which will be posted in the lobby. She questioned if any other Alderman had checked the organizational chart which has not been approved by the City Council. She stated that she felt the chart was incorrect and pointed out what she felt were errors. She suggested that before the document is posted it should be corrected and approved by the City Council. City Council Working Together Alderman Spears read a statement where she stated that the City Council should strive to seek a common ground and work together. She stated that accurate facts should be presented and accusations and criticism be discontinued. Alderman Ohare noted that Alderman Spear's statement was similar to what she presented last week at the COW meeting. Alderman James agreed with Alderman Spears statement and noted that there was a statement in the Record Newspaper quoting Alderman Burd where there seemed to be a misstatement or misquote regarding Administrator Graffs performance review. He asked if Alderman Burd had contacted the Record regarding this and she stated that she had spoken with Kathy Farren of the Record to clarify this. I The Minutes of the Regular Meeting of the Citv Council — Mav 24, 2005 — uage 8 Paper Use Alderman Ohare asked if the aldermen get an allotment for the paper they use. She noted that some copies have been made that could have been two -sided to save paper. Alderman Leslie noted he would like to have his meeting packets sent to him via e-mail. Alderman Munns stated that the Adhoc Technology Committee is looking into this. EXECUTIVE SESSION None. ADJOURNMENT Mayor Prochaska entertained a motion to adjourn. So moved by Alderman Munns; seconded by Alderman Leslie. Motion approved by a viva voce vote. Meeting adjourned at 8:45 P.M. Minutes submitted by: Jacquelyn Milschewski, City Clerk City of Yorkville, Illinois CITY COUNCIL MEETING May 24, 2005 PLEASE PRINT NAME: ADDRESS 1 REP Da SELL U K CLLR AVE, �Ob1 tit �6rof�yl/ 1 c�1 S Lt N�p►�tiwA`1� N , 14v2d�� 60� `j"Z P �n ►. eJr Esc -f�l r(�t�hffd Co 0- o l c; SIGNIN 1 I TIME STUDY - SUMMARY OF JOB FUNCTIONS (TOP 3 JOB FUNCTIONS HIGHLIGHTED) Accounting/ Human Utility Engineering City Resources City Billing Deputy Finance Assistant Secretary Receptionist Clerk Administrator Clerk Clerk Director 4.60% VM 0.20% 2.35% 1.28% 0.06% 10 Customer Service 6.48%MMJM 20 Communication .11.00% 6.79% 3.45% 0.56% 0.00% 3.80% 30 Payable and receivable functions 0.00% 1.04% 0.00% 0.00% 0.00% 9.50% 40 HR Functions 0.00 %I 0.62% 3.47% 0.00% 0.00% IBM= 0.00% 1.84% 45 Utility Billing Functions 11.30% 1.25% 0.87% 7.42% 1.11 % ,� 0.25% 50 General typing and correspondence 1-.65%1 0.28% 2.99% 0.27% 0.10% 0-00%1 0.34% 5.52% 60 Supply, Equipment, and IT Functions 70 Copying, general filing, preparing 0.76%M 0.42% 1.88% 0.00% 0.56% 0.25% mailings, Development File Coordination 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% = 0.00% 75 Agenda Coordination 1.03% 0.97% 0.69% 0.87% ''M` 0.00% 4.12% 80 Meeting Attendance 0.48% 6.03% 0.00% 0.20% 0.00% 0.00% 1.62% 0.00% 90 Miscellaneous off site errands 100 Administrative Directed 5.68% 8.68% 0.00% 7.52% 0.00% 7.49% 0.00% Responsibilities (projects) 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 150 Finance 2.89% 0.00% 2.43% 1.21% 5.17% 0.00% 1.28% 0.00% 200 Cross Department support 300 Education, Seminars, Workshops, 0.27% 2.43% 2.22% 1.14% 0.00% 2.22% 5.67% 1.96% Meetings and Misc. training 400 Time off due to 12.16% 6.65% 15.63% 19.32% 4.69% 11.39% 15.33% 10.79% holiday /vacation /comp /sick 3.09% 2.98% 0.00% 3.76% 0.00% 2.22% 5.67% 3.19% 500* Miscellaneous Duties Total Hours Worked (without 00.00% (` 100.00% 10 % 10000% 100.00% (100.00 %, 10X% 1 % breaks /lunches) DO. 01 `/0 1 00 , 0I � Prepared by Traci Pleckham 2/10/2004 Page 1 TIME STUDY ENGINEERING ASSISTANT Weekly summary 1 2 3 4 5 6 7 8 9 TOTALS 0.5 1 1.75 0.75 2.75 1.25 3.75 1 4 16.75 10 Customer Service:Respond to Costumer inquires /phone calls, Follow up on costumer requests in writing Answer 11.25 10.5 11.25 9 7.25 11.75 12.5 3 14 90.5 20 Communication (phone, meeting minute taker, email, mail, internal memo's) 10.25 7.5 3.5 2 1.5 5 4.25 0.5 5.5 40 30 Payable and receivable functions (developer payment, bill payment, permit Fees, etc) 0 40 HR Functions 0 45 Utility Billing Functions Opening /closing accounts, Account Maintenance, Meter Tasks,Meter Reader Coordinatio, Billing Preparation and processing 1.75 11.5 2 6.75 5.5 10.5 7.5 0.75 5.75 52'50 General typing and correspondence responsibilities (work Assignments, meeting minutes, reports, mail mergers, transcribing information, etc) 0.5 0.5 2.5 1.5 0.75 0.25 6 60 Supply and Equipment Ordering 0.25 1 0.25 0.25 0.25 0.5 0.25 2.75 70 Copying, general filing, preparing mailings, Development File Coordination 0 75 Agenda Coordination 0.5 0.75 1.25 0.5 0.75 3.75 80 Meeting Attendance 0.75 0.5 0.5 1.75 90 Miscellaneous off site errands (bank deposits, currier functions) 6.75 2.25 19 12.5 16.75 0.5 8 7 10.5 83.25 100 Administrative Directed Responsibilities (projects) 0 150 Finance 1/8/04 Page 1 of 2 TIME STUDY ENGINEERING ASSISTANT Weekly summary 1 2 3 41 5 6 7 8 9 TOTALS 0.75 0.25 1.75 1.25 3.25 0.5 1.5 1.25 10.5 200 Cross Department support 1 1 300 Education, Seminars, Workshops, Meetings and Misc. training 8 4 0.25 8 24 44.25 400 Time off due to holiday /vacation /comp /sick 6.25 0.5 2.75 1.75 11.25 5 41 , .0 600 Miscellaneous Duties L%4 e 0.25 Q, _ otal Hours Worked (without breaks/lunches) T d ) w' s 5 0.25 0.25 2.25 3.5 400 Time Off - due to breaks /lunches 40 40 40.5 40 40 40.5 40.25 40 46 367.25 Total Hours Worked (including breaks /lunches) 1/8/04 Page 2 of 2 TIME STUDY CITY SECRETARY Weekly summary 1 2 3 4 5 6 7 8 9 TOTALS 9 5.5 8.25 4.75 6 5.5 5.75 5.25 8 58 10 Customer Service:Respond to Costumer inquires /phone calls, Follow up on costumer requests in writing Answer 7 8.25 7.5 6.75 7.5 3.75 10 5.75 11.25 67.75 20 Communication (phone, meeting minute taker, email, mail, internal memo's) 2.75 1 2.75 1 2 6.5 3.25 2 3.25 24.5 30 Payable and receivable functions (developer payment, bill payment, permit Fees, etc) 3.5 0.25 3.75 40 HR Functions 2 0.25 2.25 45 Utility Billing Functions Opening /closing accounts, Account Maintenance,Meter Tasks,Meter Reader Coordinatio, Billing Preparation and processing 6.75 3.75 1.75 3.5 5.5 2.75 7 3.25 6.5 40.75 50 General typing and correspondence responsibilities (work Assignments, meeting minutes, reports, mail mergers, transcribing information, etc) 0.75 0.25 1 60 Supply, Equipment, and IT Functions 3.5 0.75 9.25 5.5 14.75 4.5 11.25 16.75 7.25 73.5 70 Copying, general filing, preparing mailings, Development File Coordination 0 0 0 0 0 0 0 0 0 0 75 Agenda Coordination 1.5 1.5 0.5 3.5 80 Meeting Attendance 2 5.25 0.75 1.5 4 1 2.75 2.5 2 21.75 90 Miscellaneous off site errands (bank deposits, currier functions) 7 3.25 2 4.5 3 0.75 20.5 100 Administrative Directed Responsibilities (projects) 0 150 Finance 1/8/04 Page 1 of 2 TIME STUDY CITY SECRETARY Weekly summary 11 2 3 4 5 6 7 8 9 TOTA 200 Cross Department support 8 0.75 8.75 300 Education, Seminars, Workshops, Meetings and Misc. training 8 16 24 400 Time off due to holiday /vacation /comp /sick 10.75 10.75 500 Miscellaneous Duties Total Hours Worked (without breaks /lunches) 2.5 2.5 2.5 2 2.5 1.5 2.5 " 2.5 2.5 21 400 Time Off - due to breaks /lunches 42.5 42.5 42.75 42.5 42.5 41.5 42.5 42.5 42.5 381.75 Total Hours Worked (including breaks /lunches) 1/8/04 Page 2 of 2 TIME STUDY RECEPTIONIST Weekly summary 1 2 3 4 5 6 7 8 9 TOTALS 11.25 13 13.5 11 10 3 7.5 12.5 12.75 94.5 10 Customer Service:Respond to Costumer inquires /phone calls, Follow up on costumer requests in writing Answer 5.5 5 8 6.25 6.75 2 3.75 5 4 46.25 20 Communication (phone, meeting minute taker, email, mail, internal memo's) 5.5 7.25 12.25 10.25 9 2.75 18.75 7.5 10 83.25 30 Payable and receivable functions (developer payment, bill payment, permit Fees, etc) 0 40 HR Functions 1 2.75 1.75 1.25 2 0.25 0.5 1.5 1.5 12.5'45 Utility Billing Functions Opening /closing accounts, Account Maintenance, Meter Tasks,Meter Reader Coordinatio, Billing Preparation and processing 4.25 0.25 4 General typing and correspondence responsibilities (work Assignments, meeting minutes, reports, mail mergers, transcribing information, etc) 0.75 1.25 4 0.75 1.75 0.75 1.5 10.75 60 Supply, Equipment, and IT Functions 1 0.25 0.25 1.5 70 Copying, general filing, preparing mailings, Development File Coordination 75 Agenda Coordination 1.5 1 2.5 80 Meeting Attendance 0 90 Miscellaneous off site errands (bank deposits, currier functions) 2.5 1.5 0.5 1 2.25 1.5 11.75 10.25 31.25 100 Administrative Directed Responsibilities (projects) 0 150 Finance 1/8/04 Page 1 of 2 TIME STUDY i RECEPTIONIST Weekly summary 1 2 3 4 5 6 7 8 9 TOTALS 8.75 _ 8.75 200 Cross Department support 8 8 300 Education, Seminars, Workshops, Meetings and Misc. training 8.25 0 0 8 32 8 56.25 400 Time off due to holiday /vacation /comp /sick 0 500 Miscellaneous Duties ' 0 ft4' 00 ., _- Total Hours Worked (without breaks/lunches) 2 2.5 2.5 2 2 0.5 2 2.5 2.5 18.5 400 Time Off - due to breaks /lunches 42 42.5 42.5 42 42 40.5 42 42.5 42.5 378.5 Total Hours Worked (including breaks /lunches) 1/8/04 Page 2 of 2 Y Employee Name Employee Initials Position Title Period of Study to DATE FOR WEEK OF 10 Customer Service _ 20 Communication (phone, meeting minute taker, email, mail, internal memo's) _ 30 Payable and receivable functions (developer payment, bill payment, permit fees, etc) 40 HR Functions 45 Utility Billing Functions _ 50 General typing and correspondence responsibilities (work assignments, meeting minutes, reports, mail mergers, transcribing information, etc) 60 Supply and Equipment Ordering 70 Copying, general filing, preparing mailings 80 Meeting Attendance 90 Miscellaneobs off site errands (bank deposits, currier functions) 100 Administrative Directed Responsibilities (projects) 200 Cross Department support _ 300 Education, Seminars, Workshops, Meetings and Misc. training 400 Time Off (Vacation, Sick Leave, Compensation time, Holiday) _ Other (Please specify - choose category) Hours Category Task Total Hours worked TIME STUDY IDENTIFICATION Employee Name Date Starting Date () 10 I Ending Date I I I `I/ U 3 r � r Position Title Supervisor Initials Task Categories 10 Customer Service 20 Communication (phone, meeting minute taker, email, mail, internal memos) 30 Payable and receivable functions (developer payment, bill payment, permit fee, etc) 40 HR Functions 45 Utility Billing Functions 50 General typing and correspondence responsibilities (work assignments, meeting minutes, reports, mail mergers, transcribing information, etc) j 60 Supply and Equipment Ordering 70 Copying, general filing, preparing mailings 80 Meeting Attendance 90 Miscellaneous off site errands (bank deposits, currier functions) 100 Administrative Directed Responsibilities (projects) 200 Cross Department support 300 Education, Seminars, Workshops, Meetings and Misc. training 400 Time Off (Vacation, Sick Leave, Compensation time, Holiday) Use the following sequence and job task to determine appropriate category and indicate the number the time of work function (use 15 minute allotments by rounding up or down for each task completed.) 10 Customer Service Respond to customer inquires /phone calls Follow up on customer requests in writing Answer phone, respond to questions or forward call to appropriate staff 20 Communication (phone, meeting minute taker, email, mail, internal memos) Daily phone calls Return phone calls Written correspondence Responding to emails Mail - Sort/distribute /review Meeting minutes - Review /respond Responding to general communication requests j Coordination of meeting schedules Scheduling room schedules Completion of time sheets or other miscellaneous City related forms 30 Payable and receivable functions (developer payment, bill payment, permit fees, etc) Receivables for bill payments (including Utility Billing) Developer fees Permit fees Deposit 40 HR functions Payroll processing Insurance processing /inquiries New Hire processing /orientation General employee requests /inquiries 45 Utility Billing Functions Opening /Closing Accounts Account Maintenance Meter tasks Meter Reader Coordination Billing Preparation and Processing 50 General typing and correspondence responsibilities (work assignments, meeting minutes, reports, transcribing information, etc) Completion of daily typing and work assignments Transcribing of meeting minutes Preparing mailings Utility Billing mailing 60 Supply, Equipment, and IT functions Coordinating supply /equipment ordering Supply room organization Inventory functions Equipment maintenance coordination IT coordination 70 Copying, general filing Copying of board packets General filing General copying of information Establishment of files 80 Meeting Attendance 90 Miscellaneous off site errands (bank deposits, currier functions) 100 Administrative Directed Responsibilities (projects) Projects assigned my supervisors Projects assigned by Mayor /City Council Projects assigned by Department Heads 200 Cross Department Support City wide events Park and Recreation Department Police Department Building and Zoning S Public Works Engineering Library Administration Non - City departments i i 300 Administration and training In house orientation / trainings Off site State conferences In house workshop Off site Regional trainings Off site Local trainings / Education City -wide meetings Staff meetings 400 Time Off (Vacation, Sick Leave, Compensation time, Holiday) Vacation : Sick Leave Holiday Compensation Time - Personal Leave Meals /Breaks