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Public Safety Minutes 1999 02-01-99 UNITED CITY OF YORKVILLE Committee Minutes—Public Safety Date of Meeting: February 1, 1999 Time Convened: 6:35 P.M. Location: 111 W.Fox Time Adjourned: 9:10 P.M. Attendees: Harold Martin Rose Spears Larry Kot Robert W. James Jr. Nancy A.James Jeff Spang Art Prochaska Mayor Bob Johnson Tony Graff Discussion: 1.) Budget Review FY 98/99—Overtime Report—Overtime is down from last pay period. Used relief hours. This is the second lowest overtime this year. 2.) Technology—Y2K Plan for FY 99/00—Kot was asking if the report Molly started has been completed yet. Martin said Graff said it has been completed,but has not seen the finished product, Kot would like to see the final report. Martin will check into this. Spang is wondering what Corel is used for. He will also check on that. Dictaphone System Upgrade—In-car Solution and Y2K Compliance Plan—Proposed Countywide Area Network for the Dictaphone System at a Cost of $18,375 with an Annual Loan Payment—We are trying to get Montgomery involved. Cost is based on participation of Police Departments. The more Police Departments that participate the lower the cost. Our Dictaphone system is approximately two years old. We purchased a piece of equipment in 1997 that was not year 2000 compliant. We basically need to purchase a patch to make it compliant. The patch will cost between$3,000 to$6,000 depending on the engineering solution design for Y2K. Looking at a boomerang type system. The officer would dictate their information into a microphone that is attached to a laptop in the squad car, then the laptop is hooked into a docking station at the Police Department and the information is downloaded. This will save time for the officers because they currently need to come to the station or use a telephone to dictate their reports. This will allow the officer to spend more time in the car. This enhancement will not take place until the MDT's are installed in the cars. Martin figures it will be sometime in June but he will know more after the meeting scheduled for February 4. Kot wants to know why the date keeps getting pushed back? Martin said the parts are in Israel and will not be in for another month or so. Kot said that Whaeton has a fairly new system that they are having problems with because the temperatures have gone below 40 degrees. Kot would like this to be checked into with our vendor. Spang thought we only had to come up with$11,500, now it is more. He would like the minutes checked. We need to send a letter of intent. The letter of intent will state that three departments must sign on. We will not know the actual amount until everyone decides. Montgomery just ordered their MDT's. The only other for sure is the Sheriff's Department. We are upgrading to a 12 port system. The host will be at the Sheriff s Department, They have a generator backup. Our backup is only good for about 45 minutes. For the Dictaphone patch,the cost will not be less then $3,000 and will not be more then$6,000. Mobile Data Terminal(MDT)System—MDT Project Cost to Purchase 7 Laptop Computers is $53,257 Plus Installation and Docking Stations$4,500). We will need to Finance$24,300 After the Cops Grant Payment of$33,457 With a 3 Year Loan With an Annual Payment of$8,466—Mayor Johnson feels we need to prioritize what our needs are. With the MDT's we will be able to scan thumbprints,we will be compatible with the bar coded driver licenses, and we will be able to do mapping of areas. The MDT's will also be providing additional information to other officers. If we purchase five units at$8,060,we will be within our budget,a difference of$16,000. Laptops will not be left in the cars. We are one p€the few communities that have gotten a grant_ $11,500 was budgeted - 1 - Z000 XHd 9Z:9T 66/TZ/ZO for the MDT's. Money has been earmarked for a specific thing so it did not get added to something else. The original $45,000 is there. Kot would like to go with six if we feel this is a priority,and we do feel it is. Reports show an increase of productivity. The grant we received is a formula grant. Grant was from 1996. We are upgrading memory. We want the computers to have bigger screens because we would like to be able to do accident reports then we will be able to download them right to Idot. It is only a 3.2 percent increase in the budget. Kot feels that we just keep taking out loans. Graff feels that he is minimizing the impact to the next year's budget. Kot would like to at least pay what we have set aside. Huggin from the bank said he would finance whatever is left. We do have a clause that it is contingent upon our budget,if we can not do all the cars,we will do what we can do and cancel the rest. Prochaska would Iike to try to find the funds to cover without financing. We are looking at improving and enhancing our Police Department. Grant money is very specific. Capital expenditures funds are suppose to be spent on large purchases with equipment that should last at least one year. Spang is wondering how much of this equipment we really need. Originally we were getting a lot for our money,but the costs are so high. 3.) Full Time Clerk Position—This is a priority for the Police Department. Seems to be ok with everyone. Molly is the most likely candidate. She has been working mostly full time without benefits. She does a really good job. She will be working the same amount of hours but will now get benefits. Graff has budgeted for full time hours with benefits. Graff said the money is there. The only increased cost this fiscal year is the cost of the benefits. We need to find out if there is a waiting period on the insurance. She is currently employed as a part-time employee. Graff was kind of waiting for the new building to see how things were going to flow before hiring a full time clerk. We need to have a full time clerk. Currently if she is backlogged on the Dictaphone then we switch over to KenCom around 6:00 P.M. Graff did tell Molly that her hours would need to be more consistent. Job becomes a new position. Spang is wondering if we need to post it? Mayor Johnson thinks we probably should post it just to be on the safe side. Kot agrees. Nobody has a problem with posting March 1. We will need to have a job description also. Prochaska suggest updating the current job descriptions with the memorandums that have been added and then post. Take to COW even if it is in draft form. Kot would like the Council to understand the concept. Graff would like to make her vacation time retroactive to the time in which she started working full time. Vacation would not be in the posting. Kot thinks that we should put the vacation on hold if we are going to post and open. Spang said that if a part time person gets moved into a full time position then they would be eligible for full time benefits. We would probably look at the prior year. We would need to do as a policy for the entire City. If we hired someone off the street then that is an hourly position, eligible for vacation after one year. But it is not really fair to make the part time person wait one year to get vacation. Take to COW_ Posting for full time position. 4.) 10 Year Vehicle Plan—Expenditure Update—Utility Vehicles Still Negotiating Price With YBSD for Their Vehicle—We are negotiating to purchase a Sport Utility Vehicle from YBSD. We were looking to purchase in December. Graff feels we should be about to purchase it for$15,000 to$16,000. It does have plow capabilities. It does have four wheel drive. We would be able to take it off road if we needed to. 5.) Monthly Police Reports—We do not have December reports yet. We have been working on the annual report. A lot of the numbers are there. This is a very rough draft,but the numbers are accurate. Retail thefts are the only numbers Graff is not sure of He did not add any new officers. Dropped some man- hours. There is documentation being written to go along with report. Will bring final report to the March COW meeting.DUI's are being tried in court. Without the video cameras we are loosing cases. Citations and warnings are down. We have encouraged more socializing with the citizens. Encouraged more community policing 6.) Continue the Discussion Regarding FY99/00 Budget and Specifically Prioritize Expenditures Related to Capital Equipment,Personnel,Operations,Community Policing Projects—Kot asked Graff to put together a list of priorities, Railroad crossing guards—Why do we have to pay an officer to stand there? Can we hire a part time person to stand there? Crossing guards are paid$25.50 per day, roughly two and one half-hours per day. We would not need a guard in the evenings. We supply them with a vest and cellular phone should something happen. Cellular phone cost approximately$300 and the vest cost $35. Crossing guards have had problems getting traffic to stop,especially the truck. The trucks will not even slow down. Graff likes having an officer there. People tend to pay more attention. They're usually only out there for 30-40 minutes and it is a relief officer. It may be a liability risk if we have just a person there. If we bring someone in for detail, it has to be for a minimum of two -2- £00e XVd 9Z=9T 66/TZ/ZO hours. If it was necessary and the officer needed to leave he/she would. We need to find out if a civilian crossing guard can do it. It may have to be an officer. The bus company has instructed their drivers to stop if the guard is not an officer. We need to continue to monitor this situation. Salaries— Salaries are based on 3.6 percent. Tuition reimbursement shows up under training. If we pay cash for vehicle, cost is$32,200 if we finance then the number is too high. Standardizing weapons— Department owned but if an officer leaves they would have the option to purchase. Would like to standardize with the County. Community Resource Center—we are paying rent and telephone bills and some minor supplies. Additional Patrol Sergeant—Additional Sergeant is needed. Might help with traffic monitoring. Lieutenant might just oversee everything. We have four COPS officers now. Once we add a figure to the priority list,then that could change their priority. We need to equip the people we have on the streets now. Bike Patrol—Bike Patrol is very limited. Only had two bikes and we had to work in pairs. We are still working on getting donations. A couple more officers will need to be trained and will have more bike racks. We can consider doing a one man bike patrol through the neighborhoods. Canine Unit—There is new technology. A box sniffer. Dan Plackem is doing some research. Graff is just looking for some input. What do we feel we need? Training for Accident Reconstruction Team—Kot thinks that if we put together the numbers that this may need to be moved up. It would take at least one year to be certified. Calvert has completed part of the modules. Graff will put some numbers together. New Business 1.) Request to Advertise for Full Time Officer—COPS Grant—Graff would like to advertise now. We will probably have an officer leaving in eight weeks or so. Looking for certified officer with an associates degree. Graff would like to receive letters of interest with resumes. We can advertise online under COPNET. We will be accepting applications until the position is filled. There is six weeks of training before an officer is ready to go. There is a test. If necessary we would train for two additional weeks but then we would strongly evaluate. Go ahead and post. Additional Business 1.) Therapeutical Massage Ordinance—We like to discuss at next meeting. 2.) Severe Warning Sirens—For south end of town. New subdivision. We might be able to work this in with Edmeier. 3.) Salaries—We are going to review salary structure. Graff said they are union employees, Prochaska would like to look at with education_ We need to review this especially with the lateral transfer. Bring back. Kot would like to keep this on the agenda. County pays more then we do. Prochaska feels this is going to become an issue. Graff would like his salary included. 4.) Robert W. James Jr.asked about prisoners. Prisoners are now processed through the County. We do not plan on having any holding cells in our new facility. We are looking to be able to accommodate if necessary. James thinks the MDT's are good but we need to know the price. Technology has been applied for through the County through a grant. Minutes by:Mollie Anderson -3- V00[p] %vd 9Z:91 66/iZ/ZO