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Public Safety Minutes 2003 12-17-03 ` Page 1 of 7 UNITED CITY OF YORKVILLE APPROVED WITH PUBLIC SAFETY MEETING CORRECTIONS THURSDAY,DECEMBER 17,2003 2-26-04 6:30 P.M. Attendance: Mayor Art Prochaska Alderman Paul James Alderman Larry Kot Alderwoman Rose Spears Alderwoman Wanda OHare Police Chief Harold Martin Guests: Kendall General Store owners Mr. and Mrs. Gary Maxwell Sergeant Ron Diederich Vat and Vine Owner Mike Kachlic Sergeant Rich Hart MINUTES: NONE MONTHLY REPORTS NOVEMBER 2003 Alderman Kot commented that there were more car accidents in November. Chief Martin commented that the speed trailer has been very handy and informative. This item will go to COW on December 22,2003. LIQUOR ORDINANCE UPDATE Mayor Prochaska stated that the main concern at this time is not the amount of bottles opened up during wine sampling but how much the person is consuming at an establishment. He said that the way the ordinance was originally written, it was not set up for addressing a wine tasting event but rather it involved any packaged dealer can have bottles opened for sampling. The question then is how to deal with these special kinds of events. Alderman Kot said that as it stands right now it is a special event that would have to be approved by the Liquor License Commissioner. Mayor Prochaska felt there should be certain guidelines for these special events so that it might cover large events. These events might need security there if there are a lot of people coming to them. There might also be traffic control issues. He said he would like to see some control over these types of events and what kind of effect it could have on the community. Vat and Vine owner Mike Kachlic asked if it would be considered a special event if they had 40 or more bottles of wine opened at one time. Mayor Prochaska said yes because it is not the same as having someone walking around with a bottle of wine offering wine samples. There is also advertising and fliers that are often given out about the event. Page 2 of 7 Alderwoman Rose Spears thought there should be something added to the ordinance to specifically address these special events. Mayor Prochaska felt that a review process should be taken to go over these concerns. Alderman Paul James commented that having several distributors in for wine testing would likely deem it as a special event, along with advertising. Alderman Kot said that they would need to have the attorney get a draft set up to review by the committee. It would also be a good idea to get input from the business community. Mayor Prochaska pointed out that it is written in the ordinance that the number of products to be sampled or tasted in any day shall be limited to 3 or less. Mr. Kachlic said that he thought the limit of bottles was 25 so it must have somehow got taken out of the ordinance. He said that he knows that it was solidified at the meeting in May. Alderwoman Spears stated that her notes from that meeting indicate that they would limit the number of bottles of beer or wine to be sampled to 25. The taste would be limited to 1 oz.Liquors and spirits would be limited to 10 bottles opened for sampling and taste to a.25 oz. Mayor Prochaska said that the ordinance still says 3 or less products. He asked if the committee felt there should be any type of guidelines set up for these special events, other wise it would be at the discretion of the Liquor Commissioner. Alderwoman Wanda OHare thought the committee should consider going by the guidelines that have already been set in the ordinance. Alderman James agreed. Alderman Kot asked Mr.Kachlic how often he would like to have these special events. Mr. K said at best 3 to 4 times a year. Alderwoman Spears asked what steps are taken before businesses can hold the events. Mayor Prochaska said that the business owner, in writing,would ask for an application for the event. The Mayor would also ask the owner what the event would entail and discuss how the event will transpire. Mr.Kachlic said that he would like to see a differentiation in writing between large events from when there are only 2 vendors opening 10- 15 bottles each. Alderman Kot said that while that change might make it more convenient for Mr. Kachlic's business, there is a possibility it could cause problems for other businesses.He did however feel that they should be two different events. Mayor Prochaska also felt that there should be a distinction between the two. He thought it would be a good idea to look into other community ordinances to see what they consider a reasonable amount of bottles that are opened during wine, beer,and liquor tasting events. Alderwoman Spears said that she has read Liquor Ordinances from other area towns and none of them mention a guideline on how many bottles can be opened at one time. She said it would still be a good idea to check with more communities to see how they are set up. Page 3 of 7 Mayor Prochaska said that it would also depend on if someone has a full Liquor License. If a business has a license to sell alcohol,then you can't prevent them from giving someone a free drink. Chief Martin said that it basically falls back to what ever the committee feels comfortable with because that is how the other communities deal with it. The committee agreed to do more research on this item. This item will come back to the next Public Safety meeting on January 22,2004. CITY DISASTER PLAN Chief Martin stated that at the request of Mayor Prochaska,he had Sergeant Rich Hart take on the project of Emergency Operation Plan for the City of Yorkville. Sergeant Hart said that he started the project by looking at 10 other Police Departments that had an Emergency Operation Plan set up. He went to several different Fire Departments and schools to see if they also have disaster plans. He said he looked over many of their policies and put together a collection of them.He said that since the project is just in its infancy things will constantly change in the plan.It will also change as the City grows.He said that he tailored the plan to the City of Yorkville as best as he could. He pointed out that the plan describes the roles of the Department Heads if a disaster were to take place and what guideline to follow. It specifically goes over different types of disasters and the specific plan on which to react to them. It not only goes over natural types of disasters but also chemical, locomotive, civillcriminal, terrorism,riots and sabotage. The Emergency Operation Plan basically covers anything that would cause major problems or disruptions with the City Government or Fire/Police Departments. He said that every incident will dictate its own response. The plan not only gives guidelines but also resources such as coroner's office and Fire Departments. He said that the Fire Chief has recently given him a list of things that he would like to see added to the plan. Sergeant Hart said there is also the County's Emergency Services Disaster Agency. They work with communities Dresden Nuclear Fall Out Zone.Yorkville however is not yet affected by it. He said that it is generated at the southern part of the County and that they do emergency practices for that every year as well. Sergeant Hart said that he has received good responses of the Emergency Operation Plan from the Finance Department and Building and Zoning on what their jobs would incur if a disaster were to take place. Sergeant Hart told the committee that if in the future they come up with suggestions for plan then to let him know. Alderman Kot mentioned that there was nothing mentioned about the chain of command if somehow the Mayor were to become, for any reason, incapacitated.He strongly felt that there should be a section for the event of chain of command in case of a disaster. Alderman James mentioned that all the other Departments have a chain of command;who would take over if the Department Head weren't here. Mayor Prochaska said that he would think that the Chief of Police would take command in such a case until the Council could convene and identify a Mayor Proteome. Page 4 of 7 Alderman Kot commented that after looking over the document he felt that the City Treasurer's position should play a bigger role because he is an elected official. This would be in case if a financial decision would take place. Mayor Prochaska said that it would also be important that it would specify any financial decisions would be authorized by the Mayor. If the Mayor weren't there to make that decision then the Finance Director would be under the Mayor to make that decision. The Mayor also mentioned that the Chain of Command should be listed in the State Statutes. Sergeant Hart pointed out that it is important to make a clear cut chain of command listed in the plan with the possibility of quick decisions that might be needed at the time of an emergency. Alderman Kot asked if there was an override to the Cable T.V. system to make people aware in case of an emergency. Sergeant Hart said no,they only have that through the activation as in the weather process, but that is not local for us. The City would go through KENCOM for that. Alderman Kot if the Federal Government would get involved if for instance there were an emergency of that type. Sergeant Hart said the answer is both yes and no. They all have their own steps in case of an emergency. It would all depend how far(County then State), it would have an effect on the surrounding areas and principalities. They all have their Emergency Operation Centers and so would the City of Yorkville. Sergeant Hart mentioned that they have several emergency locations set up. There are primary, secondary, and third locations. There are also locations for staging areas for the media away from the emergency operations. There are locations for staging areas for volunteers. He said that if they have back-up radio's if they lose cell phone communications. Alderman James pointed out that the phone numbers to the City Officials should be updated as some might have changed. Alderman Kot suggested doing an Exhibit of the City Officials names and numbers that way it can be taken out for updates every couple of years. Alderwoman OHare pointed out on page 8 of the document that a correction needed to be made. Instead of FM, it should say FAA. Sergeant Hart said he would fix that. This item will come back to the next Public Safety meeting on January 22,2003. NEW WORLD SOFTWARE QUOTE This item was tabled. BIASED BASED PROFILING Chief Martin stated that a new law will go into effect on January 1, 2004. The Police Department will have to record race and other distinctions of people who are stopped. He said that if a person is stopped the officer will issue a written warning or ticket and then that information is documented. There will be a process where stickers will be given out for verbal warnings, but there will be very few of those. This information will all be compiled by the Police Department Page 5 of 7 and is a Mandate that is not funded.It will be brought up at the next Budget meeting. Chief Martin said that this will be very labor intensive as it will entail more work for the secretaries to get all of the information together. Once the information process is done it will be sent to IDOT who will then compile the information.It will go to the State from there. Some time after we will here a response from them. The objective of this is to make sure that all agencies in the State of Illinois are not being biased in their stopping of people. It is basically monitoring these stops. Chief Martin felt that it will not really work because it is too difficult to tell what the race of a person who is stopped unless you ask them. Then they would be able to tell you what kind of race they are. This process will go on through 2006&2007. At that point they will make their decision of whether or not this reporting will continue. This item will go to COW on December 22,2003. ILLINOIS RT.71 &ILLINOIS RT. 126—STOP SIGN vs.TRAFFIC CONTROL LIGHT The committee discussed the problem of traffic back up at Route 71 &Route 126. Chief Harold Martin asked Sergeant Ron Diederich to get records for traffic tests on Route 71. Alderman Kot pointed out that because it is a State Intersection,the City of Yorkville does not have any jurisdiction.Any information that the City comes up with concerning traffic in those intersections they will need to petition IDOT. Chief Martin added that they would need to make suggestions to IDOT and that it would be up to IDOT from there. Kendall General Store owner Gary Maxwell stated that he had spoken with Tom Weiss about the situation. Mr. Maxwell feels that their store has lost business because of the traffic being backed up at the intersections. He said that traffic light wiring was put under the intersections a couple of years ago.He said that he has called IDOT and asked when they intend to put the traffic lights up. He said IDOT said that it is in future plans.He said traffic is so great there and that many motorists go down Wing Road which causes hesitations and slows traffic. He said he would like to some signage there to prevent that. Chief Martin said that though Wing Road is considered in Yorkville jurisdiction,because of the Route 71 &Route 126 being State Highway that goes into a city road they cannot put up any signs unless the State would approve.He said about the only thing they could do is send a letter to the State asking them to put a stop and go light there. This would require getting information and road tests to support the request, it must also pass through the committee for approval. Mr. Maxwell felt that if the State would put in a light there that it would possibly relieve 50%of the traffic problem. Alderman Kot said that he would like to wait until they receive the other road test numbers then bring it back to the next Public Safety meeting. Chief Martin said that he will get traffic accident records and other statistics of the intersections to bring to the next Public Safety Meeting. This item will go to COW meeting on January 23,2004. Page 6 of 7 VAN EMMON STREET &HEUSTIS STREET INTERSECTION—TRAFFIC ISSUES Alderman Kot voiced his concern about recent accidents at this intersection. He said that residents that live near the intersection are also concerned. The stop signs located there are as large as can be put up and yet there are still accidents there. Chief Martin said that they have had yield signs up,4-way stops,and now the 2-way on Van Emmon. He said that it seems to work best with the 2-way. Mayor Prochaska suggested adding a flashing red light to the stop signs. Alderman Kot said that he will ask Public Works Director Eric Dhuse to look into seeing what it would cost and other options.There are solar flashing lights but they can be very expensive. Another issue is what it would cost to run electricity to that location. Alderman Kot asked Chief Martin to bring in an accident count report of Van Emmon Street and Heustis Street to the next meeting. This item will come back to Public Safety on January 22, 2004. ADDITIONAL BUSINESS: Bristol Boy Scout Troop 334 Book Gesture Chief Martin mentioned that Boy Scout Troop 334 from Bristol had presented the Police Department with devotional books. Each Boy Scout signed the book. The gesture of giving devotional books was first started in World War I.to Service men. Over Grown Bushes on Wayne Street Alderman James mentioned that bushes on Wayne Street have grown over the sidewalk. Pedestrians have to walk on the grass to go around the bushes. He asked if it is the property owner's responsibility or the City's to trim the bushes. Mayor Prochaska said that Public Works does the trimming. Alderman Kot added that they could notify Mr.Dhuse about the problem and he could ask the property owners about it.If they wouldn't take care of it then Public Works could do it and then bill the property owner. Mayor Prochaska to Meet With Chief Martin on Budget Issues Mayor Prochaska said that he will be meeting with Chief Martin to discuss items for next year's budget. This will include adding looking at new officers and staffmg. Binders for Minutes Alderman Kot asked if the employees could get binders to store minutes.He feels it would help keep things more organized. Chief Martin said he would take care of that. Gun Locks Alderman Kot asked Chief Martin if the Police Department would be giving out gun locks. Chief Martin said that they have the gun locks and will be doing that in the near future. Grants for Evidence Vehicle Page 7 of 7 Chief Martin said that they have had no luck yet with finding grants for the Evidence Vehicle. He said that he has tried different avenues to find the funding to support it.He said that the grants are being released to the State now but that they seem to be going to the bigger City's first. There will be a meeting soon with regards to what the funding will go towards.The funding will likely first go for specific equipment such as gas masks and other less lethal equipment. Meeting adjourned: 8:30 PM Minutes by Theresa Brady