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
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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