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Public Safety Packet 2006 06-08-06 �© C/P United City of Yorkville 800 Game Farm Road EST 1836 Yorkville, Illinois 60560 off, Telephone: 630-553-4350 Fax: 630-553-7575 4CE PUBLIC SAFETY COMMITTEE Thursday, June 8, 2006 6:30 PM City Conference Room AGENDA Public Safety items are scheduled for the 1"Committee of the Whole meeting each month 1. Approval/Correction of Minutes: May 11, 2006 2. Overnight Parking Ban— Citizens Advisory Committee 3. PS 2006-27 Police Reports for May 2006 4. PS 2006-28 Job Description for Records Supervisor 5. PS 2006-29 Job Description for Secretary to the Board of Fire & Police 6. PS 2006-18 Request to Limit the Number of Liquor Licenses 7. PS 2005-11 Skate Boards and Motorized Scooters 8. PS 2006-17 Smoking Ban Discussion 9. PS 2005-13 Countryside Parkway—Address Changes 10. Additional Business Page 1 of 4 PUBLIC SAFETY COMMITTEE YORKVILLE CITY HALL CONFERENCE ROOM DRAFT Thursday,May 11,2006 Committee Chairman Rose Spears called the meeting to order at 6:30 p.m. Present Alderwoman Rose Spears,Aldermen Dean Wolfer and Jim Bock, Police Chief Harold Martin and Mayor Art Prochaska. Community members: Judy Johnson, Rich Johnson, Carol Pickert, Janet Dhuse and Mary Unterburnner. 1. Minutes for Approval/Correction—None. 2. Discussion of Parking Ban Referendum Alderman Jim Bock said he believes consulting residents is a good idea when discussing a possible referendum on the parking ban issue. Oswego did a survey before the city ran a referendum by mailing with the city's utility bills. The city had a 40 percent return on the survey. Bock said it would be a good idea to talk to City Attorney John Wyeth about phrasing the questions neutrally if the city were to send out its own questionnaire. Chairman Spears said she'd like to obtain a map of actual streets and street names in each ward. That way it would be easier to identify which streets are problems. Mayor Art Prochaska said a map exists with the street names marked on streets,but it would be a big map to try to provide aldermen. He suggested that the city or committee look at policies. The city possibly could consider allowing parking on one side of the street only if the street is a certain width. Or, he said, in new neighborhoods,the city could try to place fire hydrants and mail boxes on one side of the street and allow parking on the other side. But Spears said some people don't want other cars parked in front of their homes. Prochaska said that no matter what the city does, it won't find a solution that satisfies everyone. As for a creating a referendum committee that would include residents, Wolfer said there needs to be a way to select volunteers. The committee would like to have Wyeth help draft some questions. The questionnaire likely will be sent out in the city's July newsletter. Wolfer suggested having a committee formed so that it's ready to review the survey results when they come back. The committee decided to revisit the topic at the June 8 meeting, make some decisions and bring it forward to the Committee of the Whole. Resident Rich Johnson thanked the committee for listening to residents. He said it shows the governmental system is working. Page 2 of 4 3. PS 2006-25 Countryside Parkway—Address Changes Resident Janet Dhuse said cost is her biggest concern on the address change issue. She said she was informed that the address at her business needs to be changed rather quickly because the neighboring medical building needs an address. However, Chief Martin questioned why Dhuse's business would need a Countryside Parkway address. Wolfer said Ken-Com officials were unanimous in agreement that the addresses on Countryside Parkway need to be changed for safety reasons. Until the problem is solved a message will appear on any call notifying the response team about the address glitches. Spears said that Fire Chief Hitzman said the address should be changed but pointed out that there are numerous address anomalies across the city. Also, Spears said she talked to dispatchers at Ken-Corn who said they give crossroads with the calls, so the address glitches shouldn't be a problem. Mayor Prochaska said if the city does look at changing the addresses on Countryside Parkway, it should change all of the improper addresses throughout the city. Spears asked Chief Martin to contact City Engineer Joe Wywrot to inform him the committee would prefer to correct all of the address problems throughout the city and also that the Dhuse address shouldn't need to change. The committee will update the issue at the June 8 meeting. 4.PS 2006-20 Police Reports for April 2006 The committee approved the reports and agreed to forward them to the June 6 Committee of the Whole meeting on the consent agenda. 5. PS 2006-18 Request to Limit the Number of Liquor Licenses Mayor said the city doesn't want to limit the number of licenses too much. Instead, he said it might be better to look at performances rather than numbers. For instance, he said the city could prohibit more than one liquor license for packaged liquor in a 100,000 square foot shopping center. Spears said she'd like to have the city attorney look into what limits the city could put on packaged liquor sales. The committee decided to discuss the issue again in June. 6. PS 2006-21 Trailer Ordinance Chief Martin said this issue looks at trailers left unattended and not hooked up to a working vehicle. Martin said the ordinance isn't aimed at contractors who are working at a job site. Contractors often park a trailer while their working a come back to it as the job progresses. Page 3 of 4 The spirit of the ordinance is aimed more at people who park trailers and leave them while not working on a specific job. Wolfer said sometimes if the trailers are parked in the streets, even ones that are at a working job site, are sometimes hard to see. He wondered if the city could require markings or something to make them more visible. Mayor Prochaska said he doesn't have a problem with requiring the trailers to be marked with visible signals on the traffic side of the trailer. The committee decided to bring the matter to the C.O.W. on June 6. Agenda items 7, 8, and 9 PS 2006-08, PS 2006-22 and PS 2006-23, all cul-de-sac opt-out petitions were tabled because they no longer are pertinent. 10. PS 2006-24 Purchase of New Squads Chief Martin said he'd like to purchase two new squad cars as soon as possible, one of which is a K-9 unit. The bid for the new K-9 car is for a 2006 Dodge Charger at the Illinois State Bid price of $20,290.While the current K-9 unit is a Ford, Chief Martin said the Dodge could be retrofitted and the allowance is in the budget. Also, Chief Martin a new vehicle will be added to administration/investigation. The winning bid was $18,866 for a Chevrolet. The committee agreed to move the purchases forward to the C.O.W. on the consent agenda. 11. Police Department Promotions Chief Martin said the Board of Fire and Police Commissioners gave the department approval to promote Sgt. Richard Hart to lieutenant and detective James Presnak to sergeant. The promotions will be effective June 1. Also, records clerk Shamim Hopkins will be promoted to records supervisor also effective June 1. All of the funds are approved in the FY06-07 budget approved by the City Council, Chief Martin said. The committee agreed to bring the promotions to the May 23 City Council meeting. 12. PS 2006-26 Police Department 2005 Year End Analysis Spears commended Chief Martin on the report report. Bock said he was struck by the number of domestic calls the department responds to. Chief Martin said domestic calls are one of the most dangerous calls officers receive. Page 4 of 4 The committee members also commended the police department for its number of training hours. The report will go to the June 6 City Council meeting. 13. Additional Business Spears wondered if the city should enact a police fee for new construction so that officers would be able to better patrol the construction sites. Mayor Prochaska said as part of the administration fee on some of the larger developments money goes toward police operations. The meeting adjourned at 7:55 p.m. Minutes respectfully submitted by Dina Gipe 3 ♦,��D C/Ty Reviewed By: Legal ❑ City Council Finance EEST. El 1 yeas Engineer ❑ City Administrator Agenda Item Tracking Number 77 ❑ � Consultant ❑ Pf) 30:(c c� E ,VV ❑ City Council Agenda Item Summary Memo Title: Police Reports for May 2006 City Council/COW/Committee Agenda Date: Public Safety 6/6/06 Synopsis: Police Reports for the month of May 2006 Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Chief Harold O. Martin III Police Name Department Agenda Item Notes: J � ' EST. YORKVILLE POLICE DEPARTMENT Harold O. Martin lll, Chief of Police 804 Game Farm Road I Yorkville, Illinois 60560 Phone: 630-553-4340 1 Fax: 630-553-1141 Date: May 8, 2006 To: Chief Harold O. Martin III From: S/Sergeant Ron Diederich Reference: Monthly Mileage Report During April, 2006 the Yorkville Police Department logged a total of 21,785 miles. Individual squad miles are: Monthly Reassign/ Squad Vehicle Squad Usage Miles aU INiies Replace Date M-1 2001 Ford Crown Victoria Patrol/K-9 2,656 2006/2007 M-2 1996 Chevrolet Caprice Detective 300 2005/2006 M-3 1998 Ford Crown Victoria Detective 430 , 2006/2007 M-4 2002 Chevrolet Impala Police Cadet 533 2006/2007 M-5 1998 Ford Crown Victoria Administration 803 �� 2006/2007 M-6 2003 Chevrolet Impala Chief 1,134 # 2007/2008 M-7 2001 Ford Crown Victoria DARE 0 2009/2010 M-8 2004 Ford Crown Victoria Patrol 821 x'42y 2007/2008 M-9 2000 Ford Crown Victoria Lieutenant 701 f � 2008/2009 M-10 1991 Ford Thunderbird DARE 422 2004/2005 M-10 2004 Chevrolet Impala Patrol 2,6606fSy 2008/2009 M-11 2003 Ford Crown Victoria Patrol 1,322 2006/2007 M-12 1999 Ford Expedition Operations 529 3t ''" 2007/2008 M-13 2001 Ford Crown Victoria Patrol/K-9 920 ,,,`. 2010/2011 M-14 2003 Ford Crown Victoria SRO-YHS 295 8C3, 2005/2006 M-15 2004 Ford Crown Victoria Patrol Sergeant 530 , 15$ 2008/2009 M-16 2004 Ford Expedition Patrol Sergeant 1,952 St# $ 2008/2009 M-17 2004 Chevrolet Impala Detective 674 77N 2014/2015 M-18 2005 Chevrolet Impala Patrol 2,302 . 2008/2009 M-19 2005 Chevrolet Impala Patrol 1,813 2008/2009 M-20 2005 Chevrolet Tahoe Patrol/Trucks 988 Fxw 2009/2010 Respectfully, �S/Sgt. Ronald E. Diederich#203 Yorkville Police Department Offense Report - May 2006 Offense Categories MAYI JUN I JULI AUGI SEP I OCTINOVI DEC 05 TOTALS JAN I FEB IMARI APRIMAY 06 TOTALS Arson 0 0 0 0 0 0 0 0 0 0 0 0 1 0 1 Assault 0 1 1 0 1 0 0 0 5 0 2 2 0 0 4 Battery 78 7 17 17 11 8 14 112 10 13 10 7 12 52 Burglary 2 4 11 8 6 4 7 1 67 15 8 4 5 2 34 Cannabis Offenses 0 3 4 0 1 2 1 2 22 7 2 5 1 2 17 Controlled Substance Offenses 0 2 0 0 0 3 1 2 8 4 0 0 0 1 5 Crimes Involving Children 1 6 5 5 4 7 2 3 44 4 4 5 0 3 16 Criminal Damage 19 14 28 14 32 22 35 6 227 10 10 1514 13 62 Deceptive Practices 4 3 4 2 13 3 6 5 58 6 5 1 5 4 21 Drug Paraphernalia Offenses 0 1 4 0 2 4 0 5 23 7 4 5 1 3 20 Firearms Offenses 0 0 0 1 3 0 0 0 9 01 1 0 0 2 Gambling Offenses 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Kidnapping 1 2 1 2 2 0 0 0 9 1 0 1 0 1 3 ?J ai ata �n interference 1 2 1 1 L. .2 .:4,,f,0::.',.,,,,„0 8 S i, ;' �1 :`-0::;%.4 '' ..3 %rt Liquor Offenses 0 3 7 0 2 3 4 10 34 4 7 7 4 2 24 Murder 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Robbery 00 1 0 0 0 0 0 1 0 0 0 0 0 0 Sex Offenses 0 0 0 0 0 0 0 0 1 4 2 0 0 1 7 Theft 13 12 9 11 8 21 13 10 149 16 8 10 19 11 64 All Other Criminal Offenses 16 16 15 19 19 17 15 16 191 18 25 15 20 24 102 Traffic Incidents MAYIJUN I JULIAUGJ SEP I OCT]NOVIDEC 05 TOTALS JAN I FEB IMARI APR IMAY 06 TOTALS Driving Under The Influence 4 7 9 0 5 7 8 11 64 8 5 9 0 2 24 License/Registration Violations 45 34 58 34 50 46 39 57 492 74 86 74 49 28 311 Seatbelt Citations 74 29 23 17 16 18 5 5 320 18 19 19 29 54 139 Seatbelt Warnings 20 0 24 15 14 0 0 0 171 15 0 24 24 18 81 Speeding Citations 43 28 61 72 24 51 75 63 617 51 50 53 28 32 214 Speeding Warnings 43 28 0 41 34 48 62 0 501 77 0 0 36 0 113 Transportation of Alcohol 2 3 1 1 2 0 3 5 26 0 1 2 2 1 6 Uninsured Motor Vehicle 38 38 47 36 37 48 43 37 437 60 56 57 44 30 247 Total Citations Issued 255 234 287 237 199 227 238 262 2664 278 273 284 198 192 1225 Total Verbal Warnings Issued 2 5 1 1 0 4 1 5 46 2 2 0 0 2 6 Total Written Warnings Issued 259 315 447 377 302 309 311 378 4079 457 436 597 294 278 2062 Accident Reports Taken MAYI JUNIJULIAUGI SEP I OCTINOVI DEC 05 TOTALS JAN I FEB IMARI APRIMAY 06 TOTALS Hit and Run Accident 5 5 4 3 4 3 2 5 44 1 5 9 2 7 24 Property Damage Accident 39 36 21 26 38 37 3546 372 23 22 34 22 39 140 Personal Injury Accident 3 2 5 5 5 2 7 3 43 2 0 6 3 2 13 Total Accidents Taken 47 43 30 34 47 42 44 54 459 26 27 49 27 48 177 **Unlawful Visitation Interference is reported under the Kidnapping Section of the Illinois Uniformed Crime Reporting system. The Kidnapping line item includes this offense in its totals. Yorkville Police Department Manhour Report - May 2006 o ' (3► !, _ ;, , ..: J� ; > �L ;� ,.tIi!�; TIC ..,. Accidents 29.00 32.33 25.42 23.42 32.08 26.42 29.92 40.50 320.01 13.33 16.33 32.42 18.75 26.58 107.41 Administrative Activity 419.92 335.00 308.75 337.67 364.08 417.58 307.33 461.08 5025.48 437.58 317.52 403.75 357.42 270.92 1787.19 Animal Complaints 5.13 6.33 4.67 3.50, 4.58 4.08 2.50 3.17 52.63 4.83 3.58 3.50 5.67 6.67 24.25 Arrest Activity 26.58 37.42 57.83 35.17 24.83 41.83 24.67 31.501 364.26 34.83 36.50 46.53 30.83 28.33 177.02 Assist Agencies 127.17 180.50 183.92 212.33 202.75 229.08 155.33 173.67 2035.86 224.70 135.75 180.50 139.67 154.58 835.20 Community Relations 99.83 54.42 48.67 40.83 82.42 46.92 67.67 39.17 709.59 25.00 33.08 37.42 49.50 36.83 181.83 Departmental Duties 89.42 150.83 102.75 149.42 150.17 128.00 139.08 143.83 1512.17 141.42 99.92 163.67 171.58 138.92 71.5.51 Investigations 23.00 23.00 74.83 92.42 40.58 58.08 19.67 19.50 494.74 64.83 43.17 58.83 24.83 18.17 209.83 Ordinance/Traffic Violations 77.45 83.78 151.58 93.33 82.52 156.92 102.25 117.40 1265.60 99.92 98.55 179.92 101.25 94.58 574.22 Personnel Activity 598.42 613.33 699.42 818.00 618.48 583.33 557.50 709.42 7224.99 562.00 770.42 540.75 581.08 616.50 3070.75 Preventive Patrol 665.58 682.55 824.98 745.48 840.03 676.43 640.33 920.93 9077.64 862.20 769.63 764.00 741.50 669.58 3806.91 Public Complaints 97.33 131.00 93.17 131.00 138.78 91.72 78.92 102.33 1182.58 126.00 73.40 90.75 99.17 95.67 484.99 Public Services 23.17 39.42 61.42 34.67 31.33 39.83 30.58 40.83 455.42 30.58 29.00 35.17 28.00 63.33 186.08 Report Activity 185.67 173.67 162.42 194.50 228.33 204.17 177.08 236.83 2231.07 247.33 170.50 222.58 179.83 159.75 979.99 School Activity 207.00 60.83 0.42 46.50 260.00 202.67 190.58 152.25 1957.58 243.33 206.00 189.83 88.33 143.58 871.07 Traffic Activity 235.00 246.25 356.92 258.67 278.33 324.75 295.17 407.83 3525.84 334.15 345.17 386.67 233.92 231.00 1530.91 Training 351.67 277.67 64.50 121.25 242.08 227.50 271.58 40.00 2578.74 55.42 103.00 130.33 150.58 192.92 632.25 AR x m. ADI1fiT iIS RA ` 'E, 1VfA 7t7N: UL AiJG P 06 ::, i�tUV', D +C Tt TALS JA1 U6 ; FEIN iV R A�'R, , TAL Chief 173.33 173.33 173.33 173.33 173.33 173.33 173.33 173.33 2079.96 173.33 173.33 173.33 173.33 173.33 1039.98 CPAT Officer 173.33 173.33 173.33 173.33 173.33 173.33 173.33 173.33 2079.96 173.33 173.33 173.33 173.33 173.33 1039.98 Crossing Guards(In Days) 59.50 6.50 0.00 19.50 32.00 59.50 58.50 37.00 508.50 57.00 49.501 61.50 40.50 66.00 280.50 Detectives 519.99 519.99 519.99 519.99 519.99 519.99 519.99 519.99 5546.56 519.99 519.991 519.99 519.99 519.99 2946.61 Lieutenants 173.33 173.33 173.33 173.33 173.33 173.33 173.33 173.33 2079.96 173.33 173.33 173.33 173.33 173.33 1213.31 Office&Records Supervisor 173.33 173.33 173.33 J73.33 173.33 173.33 173.33 173.33 2079.96 173.33 173.33 173.33 173.33 259.99 1299.97 Records Clerks T+raTALS „i 346.66 346.666346.666346.66 346.66 346.66 346.66 346.66 • 41159.92 346.66 346.66 346.66 346.66' 259.999 1819.96 48Q � �6( 7 7# V 4 Ty � 35 �� f S4AA s0$p,Q9 81\l 7 KQ! rtG p C o-A Yorkville Police Department Memorandum 804 Game Farm Road EST. 1836 Yorkville, Illinois 60560 ., Telephone: 630-553-4340 Fax: 630-553-1141 <LE Date: 06-02-06 To: Chief Harold Martin #201 From: Lt. Donald P. Schwartzkopf # 111 , Reference: May 2006 Training Report Chief, this is the May, 2006 Training Report. Chief Martin and Lt. Donald Schwartzkopf Graduated from the Illinois Law Enforcement Training and Standards Board Executive Institute Training on the Police Executive Role in the 21St Century. This was a 200-Hour Executive Development Program. Lt. Donald Schwartzkopf and Lt Rich Hart attended 16 hours of Illinois Law Enforcement Alarm System (ILEAS) WMD Special Response Team Training. The Training was held in Dekalb Illinois as well as The City of Joliet. Both Lt Schwartzkopf and Lt Hart also passed the Physical Fitness test as well as the Firearms Test. Lt Schwartzkopf, Lt Hart, Sgt. Delaney, Officer Johnson and Officer Mikolasek completed 16 Hours of the Kendall County Special Response Team training. All involved also completed the Physical fitness test as well as the Firearms testing. Officer Pleckham and Officer Jeleniewski completed 12 hours of Monthly K-9 Training. This Training was held in Tinley Park. Officer Helland attended an 8 Hour Adolescent Psychology Training in St. Charles. Officer Cernekee attended the Citizen Police Academy Alumni Conference in South Bend Indiana this was a 4 day event. C .y J o,� Yorkville Police Department Memorandum 804 Game Farm Road esr 1836 Yorkville, Illinois 60560 Telephone: 630-553-4340 0 Fax: 630-553-1141 LE Officer Cernekee also attended the 40 Hour Field Training Officer Program that was held at the Elgin Police Department. Officer Stroup attended a 2 Day Officer in Charge training that was held in Aurora. AND JUSTICE • Western Illinois 4GF y�aininS To Irn Pro YP 'fir �r4 •w Uni* verslt O Macomb, Illinois f9 y Department of knowledge �S`�� Law Enforcement and Justice Administration ILLrNOts U Certificate of Appreciation Presented to Yorkville Police Department as an expression of gratitude for sharing your valuable time and knowledge with our students through your participation in our internship program April 28, 2006 p�t. az Date Kenneth Wayne Durkin, Internship Coordinator Q. S. MAY 2 3 2006 May 16, 2006 Dear Chief Martin, On April 26h , I came out of the Jewel food store in Yorkville and noticed that I had a flat tire on my vehicle. I am very grateful that your officer Andrew Jeleniewski came to my assistance and changed my front right tire. He and one of your new officers in training was very polite and helpful. It is nice to know that your police officers are there to help people, not just to arrest them. You have a very good police department and you can be very proud of you officers. Plgase thank Officer Jeleniewski and his trainee for their help that day. Thank-you, �ay?nu� Bonnie Fifield RS MAY 2 5 2006 J"Aa4mid& 401 Heustis Street Yorkville,Illinois 60560 May 22, 2006 Yorkville Police Department Attn: Chief Harold Martin 804 Game Farm Road Yorkville, IL 60560 Re: Report#'s 06-0635, 06-0732, 06-0789 Dear Chief Martin: Ten years ago my husband and I adopted three boys. At that time I never imagined I would have to make a call to the police for help because one of them was out of control. However, shortly before Easter of this year our family experienced several behavioral problems with our twelve-year-old son, Benjamin, which resulted in our needing police assistance. I am writing to compliment you on your wonderful officers. During very trying times, they provided positive support in a very professional yet understanding manner. On two occasions, Officer Pleckham successfully found Benjamin when he had run away. He took time to talk with our son; treating him with respect yet being firm while explaining consequences to him. He spoke to him as I feel he would probably speak to his own children. During the second incident, Sergeant Hilt, recognizing that Benjamin was out of control, took the needed appropriate action. I would imagine it would be hard to handcuff a child however he did so in a respectful manner. He also tried his best to calm Benjamin down. Officers McMahon and Friddle, who also responded, were very supportive to me and my other children. My family and I are most thankful to know we have such fine officers protecting our community. I ask that you pass my compliments on to the officers by placing a copy of this letter in their file. Thank you, Ja 'e Milschewski Cc: Mayor Prochaska Reviewed By: Ll Legal ❑ City Council Esr sus Finance ❑ .. Engineer ❑ F y City Administrator ❑ Agenda Item Tracking Number Consultant ❑ 'C - �� ALE ��`' ❑ City Council Agenda Item Summary Memo Title: JOB DESCRIPTION-RECORDS SUPERVISOR City Council/COW/Committee Agenda Date: P.S. -06-08-06 Synopsis: BRINGING JOB DESCRIPTION TO COMMITTEE LEVEL RECORDS SUPERVISOR Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: CHIEF HAROLD O. MARTIN III POLICE Name Department Agenda Item Notes: BRINGING JOB DESCRIPTION TO COMMITTEE LEVEL FOR RECORDS SUPERVISOR United City of Yorkville Job Description RECORDS SUPERVISOR Revised Date: May 15, 2006 Department: Police Reports To: Office Supervisor Status: Full-Time Positions Supervised: Police Clerks/Secretary to Board of Fire & Police Commission/Receptionists Position Description Overview This position is responsible for a wide variety of complex secretarial duties and administrative functions. This position also involves considerable independent judgment in daily work activities. A Records Supervisor shall supervise and evaluate the work of other clerical staff in the work area. Essential Job Functions 1. Plan, coordinate, supervise and evaluate the work and civilian personnel in the Records Division. 2. Hire personnel and train in existing procedures and new areas as needed,including maintaining and securing knowledge about new and existing laws,requirements and practices of modern police administration. 3. Oversee and assure accurate report and record processing and filing systems,including reports and records such as incidents,arrests, and accidents,as well as building records related to equipment,contracts, forms, correspondence, etc. 4. Review and approve all Freedom of Information Act(FOIA)requests. 5. Serve as the liaison with the Operations Lieutenant and KenCom Dispatch to ensure a high degree of cooperation and efficient operation. 6. Monitor and coordinate the updates and accuracy of various departments' logs and procedures including, emergency call-outs, vacation watch, towing/impound,vehicle permits, etc. 7. Take responsibility to provide exceptional customer service in order to promote and maintain a positive City image, constructive working environment, and foster pride and professionalism in the workplace and community. 8. Adhere to all departmental and City policies,procedures, guidelines and safety standards. Additional Job Functions 1. Work with City staff and others to complete periodic projects such as year-end file maintenance, court- ordered expungements, updates to rules and regulations,policies and procedures. 2. Recommend improvements to existing procedures, equipment, and workflow. 3. Complete special projects as assigned or required. 4. Perform other duties as required or assigned. Examples of Duties: 1. Supervises/Evaluates Records personnel as listed above(Records Clerks, Receptionists). 2. Maintain the Office Schedule. 3. Maintain monthly/yearly Uniformed Crime Reporting(UCR) statistics/reports. 4. Act as a liaison for the City and Neighborhood Watch Newsletters. 5. Act as a liaison for the Operations Lieutenant. 6. Approve/Oversee all Freedom of Information Act (FOIA)requests/disseminations. 7. Coordinate and oversee all court-ordered expungements. 8. Fill in for the Office Supervisor during absences. Page 1 of 2 9. Oversee all Solicitor Licensing procedures. 10. Responsible for the maintenance/destruction/archiving of all general records for the Police Department (incident reports, citations issued, general correspondence, etc). 11. Act as a liaison to the State's Attorney's Office/Circuit Clerk(court dates for officers, subpoenas, traffic ticket issues, records dissemination coordination). 12. Maintain Ordinance Violator invoices and court proceedings. 13. Maintain a list of ordinance violators for police-enforced City ordinances. 14. Maintain the map book and coordinate with the Engineering Department to ensure updated map information is available for Patrol/Police personnel. Examples of Shared Duties (shared with the Office Supervisor): 1. Interview/Hire/Train Records personnel 2. Maintain Office procedures. 3. Maintain IDOT/Profiling statistics. 4. Computer Data Backups. 5. Act as back-up for Records personnel absences. 6. Complete background checks for the City/Civilian requests. 7. Act as a liaison for the Board of Fire& Police Commissioners. Basic Requirements -Knowledge, Skills and Abilities 1. Knowledge of business English,grammatical construction,spelling,punctuation,arithmetic and possess an excellent vocabulary. 2. Knowledge of word processing, spreadsheet application software, basic desk top publishing and other software programs. 3. Considerable knowledge of legal, administrative, operational and procedural regulations and practices applicable to the organization or assignment and/or the ability to learn them quickly. 4. Excellent writing and proofreading skills. 5. Strong interpersonal skills to interact with elected and appointed officials,employees,other agencies and the public and supervisory skills including ability to direct work and assume responsibility. 6. Ability to operate a variety of office equipment including a typewriter,word processor,personal computer, facsimile machine and transcribing equipment rapidly and accurately. 7. Ability to type a minimum of sixty-five(65) words per minute. 8. Ability to develop work methods and procedures with initiative and good judgment and to use resourcefulness and tact in meeting new challenges. 9. Ability to maintain strict confidentiality. 10. Ability to assemble,organize and communicate,statistical,financial and factual information derived from a variety of sources. Basic Requirements -Experience and Education 1. Minimum of two (2)years secretarial experience in a progressively responsible and difficult nature. 2. High School Degree supplemented by courses in typing and business subjects,preferably supplemented by at least 60 hours credit of college level courses in business administration or public administration and/or related subjects. 3. Any equivalent combination of experience and education that provides the required knowledge, skills and abilities. 4. Must have successfully completed a background investigation with findings of good character and no felony convictions. 5. Must be able to be bonded. Page 2 of 2 United City of Yorkville Job Description ° SECRETARY TO THE BOARD OF FIRE & POLICE COMMISSIONERS Date Issued: June 8,2006 Department: Police DRAFT VERSION#2 Reports To: Records Supervisor 06-08-06 Status: Part-Time Positions Supervised: None Position Description Overview This position is responsible for a wide variety of secretarial duties and administrative functions pertaining to the Board of Fire & Police Commission's needs. This position also involves considerable independent judgment in work activities. Essential Job Functions 1. Must be available per the Board of Fire & Police Commission's schedule and needs, which includes morning, evening and weekend hours on an intermittent/irregular basis. 2. Schedule all meetings,appointments and other events as necessary pertaining to the Board of Fire&Police Commission's duties and responsibilities;this includes maintaining a schedule/calendar for the Board of Fire & Police Commission. 3. Responsible for the Board's agenda and packet preparation and distribution, which includes coordination with the Deputy Clerk for appropriate legal postings of agendas. 4. Responsible for the minute taking and timely minute distribution per City Clerk's guidelines. 5. Responsible for the timely maintenance (filing, organizing) of all Board of Fire & Police Commission records. 6. Coordinate and maintain all computer records pertaining to the Board of Fire&Police Commission,which includes data entry,preparing correspondence and other functions as necessary for the Board. 7. , At the direction of the Commission, contact applicants and other agencies to assist in the testing process. 8. Responsible for proper distribution of all incoming telephone calls,mail and e-mail pertaining to the Board of Fire&Police Commission. 9. Take responsibility to provide exceptional customer service in order to promote and maintain a positive City image, constructive working environment, and foster pride and professionalism in the workplace and community. 10. Adhere to all departmental and City policies,procedures, guidelines and safety standards. Additional Job Functions 1. Develop and maintain knowledge of City procedures, events and activities. 2. Assist the Chief of Police and Board of Fire & Police Commission in any projects and/or activities as necessary pertaining to the Board's duties. 3. Perform other duties as required or assigned. ** The above lists do not restrict this organization's rights to assign/reassign duties and responsibilities to this position at anytime. These lists include essential job functions,and does not prescribe,nor restrict,the tasks that may be assigned. This position description may be subject to change at any time due to reasonable accommodation or other reasons. Page 1 of 2 Basic Requirements - Knowledge, Skills and Abilities 1. Knowledge of business English, grammatical construction, spelling,punctuation,arithmetic and possess a businesslike vocabulary. 2. Knowledge of word processing, spreadsheet application software, basic desk top publishing and other software programs. 3. Knowledge of legal, administrative, operational and procedural regulations and practices applicable to the organization or assignment and/or the ability to learn them quickly. 4. Strong writing and proofreading skills. 5. Strong interpersonal skills to interact with elected and appointed officials,employees,other agencies and the public, as well as the ability to direct work and assume responsibility. 6. Ability to operate a variety of office equipment including a typewriter,personal computer,facsimile machine and transcribing equipment proficiently and accurately. 7. Ability to type a minimum of sixty-five(65)words per minute. 8. Ability to develop work methods and procedures with initiative and good judgment and to use resourcefulness and tact in meeting new challenges. 9. Must maintain strict confidentiality. 10. Will assemble, organize and communicate, statistical, financial and factual information derived from a variety of sources. Basic Requirements -Experience and Education 1. Minimum of two (2)years secretarial experience, including relevant prior work experience. 2. High School Degree preferably supplemented by at least 60 credit hours of college level courses in business administration or public administration and/or related subjects. 3. Must have successfully completed a background investigation with findings of good character and no felony convictions. 4. Must be able to be bonded. Page 2 of 2 D`c/ `�E ry Reviewed By: Legal ❑ City Council Finance ❑ ""1836 Engineer ❑ City Administrator ❑ A enda Item Tracking Number " � 4 Consultant El S o�Co& � LE City Council Agenda Item Summary Memo Title: JOB DESCRIPTION—SECRETARY TO THE BOARD OF FIRE & POLICE City Council/COW/Committee Agenda Date: P.S.—06-08-06 Synopsis: BRINGING JOB DESCRIPTION TO COMMITTEE LEVEL SECRETARY TO THE BOARD OF FIRE & POLICE COMMISSIONERS Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: CHIEF HAROLD O. MARTIN III POLICE Name Department Agenda Item Notes: BRINGING JOB DESCRIPTION TO COMMITTEE LEVEL FOR SECRETARY TO THE BOARD OF FIRE & POLICE COMMISSIONERS United City of Yorkville Job Description SECRETARY TO THE BOARD OF FIRE & POLICE COMMISSIONERS Date Issued: June 5,2006 Department: Police DRAFT VERSION Reports To: Records Supervisor 06-05-06 Status: Part-Time Positions Supervised: None Position Description Overview This position is responsible for a wide variety of secretarial duties and administrative functions pertaining to the Board,of Fire & Police Commission's needs. This position also involves considerable independent judgment in work activities. Essential Job Functions 1. Must be available per the Board of Fire & Police Commission's schedule and needs, which includes morning, evening and weekend hours on an intermittent/irregular basis. 2. Schedule all meetings,appointments and other events as necessary pertaining to the Board of Fire&Police Commission's duties and responsibilities;this includes maintaining a schedule/calendar for the Board of Fire & Police Commission. 3. Responsible for the Board's agenda and packet preparation and distribution, which includes coordination with the Deputy Clerk for appropriate legal postings of agendas. 4. Responsible for the minute taking and timely minute distribution per City Clerk's guidelines. 5. Responsible for the timely maintenance (filing, organizing) of all Board of Fire & Police Commission records. 6. Coordinate and maintain all computer records pertaining to the Board of Fire&Police Commission,which includes data entry, preparing correspondence and other functions as necessary for the Board. 7. Act as a contact for the public, applicants, other agencies and Board of Fire & Police Commission for information dissemination following departmental rules and guidelines. 8. Responsible for proper distribution of all incoming telephone calls,mail and e-mail pertaining to the Board of Fire& Police Commission. 9. Take responsibility to provide exceptional customer service in order to promote and maintain a positive City image, constructive working environment, and foster pride and professionalism in the workplace and community. 10. Adhere to all departmental and City policies, procedures, guidelines and safety standards. Additional Job Functions 1. Develop and maintain knowledge of City procedures, events and activities. 2. Assist the Chief of Police and Board of Fire & Police Commission in any projects and/or activities as necessary pertaining to the Board's duties. 3. Perform other duties as required or assigned. ** The above lists do not restrict this organization's rights to assign/reassign duties and responsibilities to this position at anytime. These lists include essential job functions,and does not prescribe,nor restrict,the tasks that may be assigned. This position description may be subject to change at any time due to reasonable accommodation or other reasons. Page 1 of 2 Basic Requirements -Knowledge, Skills and Abilities 1. Knowledge of business English,grammatical construction, spelling,punctuation,arithmetic and possess a businesslike vocabulary. 2. Knowledge of word processing, spreadsheet application software, basic desk top publishing and other software programs. 3. Knowledge of legal, administrative,operational and procedural regulations and practices applicable to the organization or assignment and/or the ability to learn them quickly. 4. Strong writing and proofreading skills. , 5. Strong interpersonal skills to interact with elected and appointed officials,employees,other agencies and the public, as well as the ability to direct work and assume responsibility. 6. Ability to operate a variety of office equipment including a typewriter,personal computer,facsimile machine and transcribing equipment proficiently and accurately. 7. Ability to type a minimum of sixty-five (65)words per minute. 8. Ability to develop work methods and procedures with initiative and good judgment and to use resourcefulness and tact in meeting new challenges. 9. Must maintain strict confidentiality. 10. Will assemble, organize and communicate, statistical, financial and factual information derived from a variety of sources. Basic Requirements-Experience and Education 1. Minimum of two (2) years secretarial experience, including relevant prior work experience. 2. High School Degree preferably supplemented by at least 60 credit hours of college level courses in business administration or public administration and/or related subjects. 3. Must have successfully completed a background investigation with findings of good character and no felony convictions. 4. Must be able to be bonded. Page 2 of 2 Reviewed-By: - --_ ,�`'� �� ❑ City Council Legal Finance ❑ M im Engineer Agenda.Item Tracing Number ,� ` h City Admuustrator ❑ �5 ���% rJ- 1 7- O _ - - �O' Consultant ❑ City Council Agenda Item Summary Memo Title: City Council/COW/ Committee Agenda Date: �•S • rd � 8 5 �l�1 Cl� �1 J7(a ( r f ICC r U � 1 t(u1 S JI C Synopsis: � A-.kU51M }JL" .1-AJS � &ac °z Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: l� . '►�'` � Name Department Agenda Item Notes: FEB 0 1 20Q6 United City of Yorkville Memo 800 Game Farm Road EST � _� 1636 Yorkville, Illinois 60560 o Telephone: 630-553-8545 Fax: 630-553-3436 � 20 <LE Date: January 31, 2006 To: Harold Martin, Chief of Police From: Joe Wywrot, City Engineer `J CC: John Crois, Interim City Administrator John Wyeth, City Attorney Liz D'Anna,Administrative Assistant Subject: Countryside Parkway—Proposed Address Changes Recently the Public Safety Committee discussed the possibility of changing the street addresses on Countryside Parkway(Route 47 to Center Parkway) to conform to the adopted address grid. The committee asked if there would be any costs associated with changing addresses. The Engineering Department was asked to investigate the costs associated with changing an address. Attached find the results of our investigation. Please place this item on the Public Safety Committee agenda of February 9, 2006 for discussion. 2`�Eu CO.o United City of Yorkville Memo 800 Game Farm Road EST. 1986 Yorkville, Illinois 60560 Telephone: 630-553-8545 0 w Fax: 630-553-3436 SCE Date: April 11 th, 2006 To: Joe Wywrot, City Engineer From: Michael Robinson, Engineering Technician Subject: Countryside address change information Joe, I recently visited the County offices to clarify the possibility of fees that would be attributed to the homeowner should the addresses of these homeowners be changed. After speaking with members of the Recorders,Assessments, and Mapping departments respectively, it is my understanding that there would be no additional cost to the homeowner should this address change follow through. While there are indeed costs that are due in dealing with changes in Deeds, Plats, ect, the homeowners in our case would not be legally required to make any changes to these documents. This is due to the fact that these documents are tied the legal descriptions of the property and not the number on the house or business. Naturally, the County and it's offices will have to be informed of any change in addresses, and this cost of time and effort will be borne either by the homeowner or the City, whomever is given that responsibility. Michael Robinson Engineering Technician Countryside Address Change Notification costs for homeowners Most of the areas of notification for the homeowner would come at no cost to them. For many, it can easily be completed by filling out the"change of address"area on their billing statements. These areas of notification would include most utilities,magazine subscriptions, insurance companies and other billable services. Some other areas would need some contact from the homeowner. These areas include attorneys, mortgage companies, churches, dental and medical services,voter registration, ect. Although it is believed there will be no monetary cost required to update these changes, a certain level of time and effort is needed by the homeowner to ensure these areas are informed. It is assumed that all county, fire and police offices would be informed and updated through the City. Two areas, however, would require the homeowner to pay money to update their address. These are: Driver's license and Auto Registration • Updating drivers license ($2-$10 depending on age) • Updating auto registration ($3) • Updating auto title($65) Bank checks • Updating checks (varies) If the homeowner chooses not to update checks immediately, they could update address when they normally re-order checks Physical costs Only nominal physical costs are expected for the residential homes affected by the change. Businesses Businesses will be affected similarly with the residential homeowner. Like the homeowner,no direct monetary costs are expected for businesses to update legal paperwork, utilities,post office, ect. Plus,there is no question that an indirect cost of time and effort will also be required. However,businesses may have a potentially large cost burden when they update their business inventories and promotional departments. These areas include: • Stationary • Business cards • Advertising • Promotional material The businesses affected reside in one building, Yorkville Professional Building, 106 E. Countryside Pkwy, and they are: • Yorkville Family Practice • Edward Hospital & Health Services • Edward Cardiovascular Institute • Centennial Counseling Center • VWCH Rehabilitation Services • Dr. Girgis&Associates Hearing Center Physical Costs Yorkville professional building has its address in brick(106) Note: Old Second Bank, located on Countryside Parkway,has an address of 26 W. Countryside. This address conforms to the new address format being put into place. C1r c United City of Yorkvifle Memo 800 Game Farm Road EST 1936 Yorkville, Illinois 60560 Telephone: 630-553-8528 0 rn Fax: 630-553-3436 Date: November 29,2005 To: Police Chief Harold Martin Cc: Joe Wywrot,City Engineer Tim Fairfield,Assistant Fire Chief From: Jennifer L.Fischer,Engineering Assistant Subject: Countryside Parkway addresses-Public Safety Agenda Item request I've enclosed a copy of a diagram Joe Wywrot&I started several years ago,regarding the addresses on Countryside Parkway.The`future building"with number 104 in it currently has building plans in for review. I need to assign an address to the building but am reluctant to give it an East Countryside address due to the fact that the city's zero grid line is Route 47,no longer Center Pkwy.What I would like to do is assign the medical offices a temporary address on Center Pkwy, pending a review by the Public Safety Committee regarding officially changing the addresses to those structures west of Route 47 to conform to our city grid system. This change would affect 5 locations: Edward Health Care (currently 106 E) is the only one on the south side of Countryside Pkwy that would change;the remaining four are residences on the north side of the street: 103 E(Jeff Sibenaller), 105 E(Brian and Laura Hess),203 E(Brent Peterson),and 205 E(Angela Pennington). Jim Ratos owns the Edward Health Care building,and is agreeable to an address change to one on West Countryside Pkwy, and has also offered assistance in notifying &assisting the doctors onsite facilitate the change. The address I'm recommending for this building is 76 West Countryside Pkwy. Across the street, the logical addresses would be 83 West in place of 103 East; 75 West in place of 105 East; 53 West in place of 203 East;and 45 West in place of 205 East This change will accomplish several key factors: 1. The zero grid line can be clearly observed and referred to with ease; 2. EMS services will no longer have to clarify which side of Route 47 service is needed; 3. All east and west addresses will now be on the same side of Route 47; 4. This issue will not be brought up again when the future building is constructed at what is shown on the enclosed as"Future 204"; 5..As businesses relocate or change hands the Countryside Center addresses that are no longer being issued can be effectively changed to either Countryside Pkwy or North Bridge Street (see Bridge St Interiors/Law Title/Nelson Funeral Home). 6. Jim Ratos' new medical building can be issued a permanent address in conformance with our grid system: 88 West Countryside Pkwy. Let me know if I can be of further assistance;thank you! Lz f Mph Q>b l� $ h boh o ds � � su M�'►� '"'► w- �9 a$ az1� o+� I � ry,oMP7 nF" 1 .—— ,. .-�S7t7►°la�. 1 �c i1 �a ti h 4- ° \ ^OI�b�/.�:J „�Wj•�CI '`"'1�JY/ I VVVV Vv I D310\ ra k