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Public Safety Packet 2019 09-11-19 special AGENDA SPECIAL PUBLIC SAFETY COMMITTEE MEETING Wednesday, September 11, 2019 6:00 p.m. City Hall Conference Room 800 Game Farm Road, Yorkville, IL Citizen Comments: Minutes for Correction/Approval: July 3, 2019 New Business: 1. PS 2019-25 Monthly Crime Report Review 2. PS 2019-26 Adjudication Reports for July – August 2019 3. PS 2019-27 KenCom Communications Update 4. PS 2019-28 Fleet Status and Options 5. PS 2019-29 Surplus Request for Disposal of Two Police Vehicles 6. PS 2019-30 Surplus Request for Disposal of Police Equipment 7. PS 2019-31 Meeting Schedule for 2020 8. PS 2019-32 Liquor Code Amendment – Bring Your Own (BYO) 9. PS 2019-33 Staffing – Update Old Business: Additional Business: 2019/2020 City Council Goals – Public Safety Committee Goal Priority Staff “Municipal Building Needs and Planning” 2 Bart Olson, James Jensen, Rob Fredrickson, Eric Dhuse, Tim Evans & Erin Willrett “School Safety (Exterior and Traffic)” 8 James Jensen & Eric Dhuse United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Telephone: 630-553-4350 www.yorkville.il.us UNITED CITY OF YORKVILLE WORKSHEET SPECIAL PUBLIC SAFETY COMMITTEE Wednesday, September 11, 2019 6:00 PM CITY HALL CONFERENCE ROOM --------------------------------------------------------------------------------------------------------------------------------------- CITIZEN COMMENTS: --------------------------------------------------------------------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------------------------------------- MINUTES FOR CORRECTION/APPROVAL: --------------------------------------------------------------------------------------------------------------------------------------- 1. July 3, 2019 □ Approved __________ □ As presented □ With corrections --------------------------------------------------------------------------------------------------------------------------------------- NEW BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- 1. PS 2019-25 Monthly Crime Report Review □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 2. PS 2019-26 Adjudication Reports for July – August 2019 □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 3. PS 2019-27 KenCom Communications Update □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 4. PS 2019-28 Fleet Status and Options □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 5. PS 2019-29 Surplus Request for Disposal of Two Police Vehicles □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 6. PS 2019-30 Surplus Request for Disposal of Police Equipment □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 7. PS 2019-31 Meeting Schedule for 2020 □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 8. PS 2019-32 Liquor Code Amendment – Bring Your Own (BYO) □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ --------------------------------------------------------------------------------------------------------------------------------------- 9. PS 2019-33 Staffing – Update □ Moved forward to CC __________ □ Approved by Committee __________ □ Bring back to Committee __________ □ Informational Item □ Notes ___________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ ------------------------------------------------------------------------------------------------------------------------------------- ADDITIONAL BUSINESS: --------------------------------------------------------------------------------------------------------------------------------------- Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number Minutes #1 Tracking Number Minutes of the Public Safety Committee – July 3, 2019 Special Public Safety Committee – September 11, 2019 Majority Committee Approval Minute Taker Name Department Page 1 of 2 DRAFT UNITED CITY OF YORKVILLE PUBLIC SAFETY MEETING Wednesday, July 3, 2019 6:00pm City Hall Conference Room In Attendance: Chairman Seaver Tarulis Alderman Joel Frieders Alderman Daniel Transier Alderman Jackie Milschewski Other City Officials in Attendance: Mayor John Purcell City Administrator Bart Olson Police Chief Rich Hart City Clerk Lisa Pickering Alderman Chris Funkhouser Others in Attendance: Jim Jensen, Blackberry Creek North The meeting was called to order at 6:00pm by Chairman Seaver Tarulis. Citizen Comments: None Minutes for Correction/Approval: January 3, 2019 The minutes were approved as presented. New Business: 1. PS 2019-07 Police Reports for December 2018 – May 2019 Chief Hart said there were no major cases during this time. Alderman Frieders asked if an annual report is done similar to the monthly report and noted there were some suicides and attempts not shown in the grid. Chief Hart will obtain the information. Chairman Tarulis commented that the reports were very helpful in addressing citizen inquiries. 2. PS 2019-08 Adjudication Reports for January - June 2019 Some citations were issued for snow-related incidents and Building and Zoning citations were issued for weeds, watering, fireworks, code violations, etc. Fireworks violators can be cited and fined up to $700. 3. PS 2019-09 Selection of Committee Liaisons Alderman Milschewski volunteered to be the school liaison. Page 2 of 2 4. PS 2019-10 Meeting Dates Chairman Tarulis recommended that this committee meet every other month instead of quarterly since a new Police Chief will be appointed, upcoming legalization of marijuana and future police needs. Chief Hart said that the state will control the marijuana laws rather than the city. Alderman Transier asked if the state will generate licenses to distribute marijuana. Mr. Olson said the city can prohibit the sale in the city, but not prevent people from possessing. He spoke about zoning requirements, local sales tax and said decisions will have to be made prior to the January 1 rollout. In conclusion, the committee will meet every other month and September will be the next meeting. The committee verbally voted to adopt the schedule and the press will be notified. 5. PS 2019-11 Code Amendment – Liquor Code-Banquet Hall (Outdoor Service) Mr. Olson referred to a memo from Clerk Pickering regarding the Martini Lounge on the south end of town, who requested an outdoor patio. Kendall Gardens on the north end of town requested the same. He said the banquet facility code does not allow outdoor retail sales at this time and it was decided to wrap the requests into the retail license. The committee was OK with this action. This item will move to the next City Council meeting under the Mayor's Report. 6. PS 2019-12 Code Amendment – Liquor Code – Change of General Manager Fee This is a revision of the fee which was inadvertently changed to $350 from $100. The owner license is still charged at $350. The committee was OK with this revision. 7. PS 2019-13 Facility Planning Chairman Tarulis asked to have this item placed on the agenda. He asked Chief Hart's opinion about the Police Department moving into the building now used by the Parks vs. another location. The Chief gave a brief history starting with 2008 and said the present facility was only built for 20 officers and there are now 30 officers. Another issue is bringing sex offenders to the present facility since it's so close to schools. He suggested building a new building and sharing a training facility. Old Business 1. PS 2018-18 Code Amendment – Licensing Requirements for Resale Dealers The Target resale program was operational for awhile, but has since ceased. A conversation was held with a Target consultant who will look at the code to see if they can comply. The consultant said Target may resume the program at a later date based on a cost vs. revenue basis. The Police Department recommendation is to pass the amendment. Alderman Frieders said it would be possible the procedure would not work well if employees do not properly document resale items such as the pawn shops are required to do. The committee recommended passing the amendment and treating the program like a pawn shop. Additional Business None There was no further business and the meeting was adjourned at 6:36pm. Minutes transcribed by Marlys Young, Minute Taker Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #1 Tracking Number PS 2019-25 Monthly Crime Report Review Special Public Safety Committee – September 11, 2019 Informational None James Jensen Chief of Police Name Department Summary Review and approval of a new Monthly Reporting tool. Background The new monthly report has been designed to provide necessary feedback to the board and community regarding crime, traffic and community policing efforts of the police department. This document is easy to understand, provides a multitude of data and is comparative in nature to the previous month and year. Recommendation It is the recommendation of staff to approve the new monthly report design. Attachments Exhibit A: Proposed Monthly Report Document Memorandum To: Public Safety Committee From: James Jensen, Police Chief CC: Date: September 5, 2019 Subject: Monthly Crime Report Review YPD Patch Goes Here YORKVILLE POLICE DEPARTMENT Monthly Report August 2019 Chief of Police James Jensen MISSION STATEMENT The mission of the Yorkville Police Department is to work in partnership with the community to protect life and property, assist neighborhoods with solving their problems, and enhance the quality of life in our city. ORGANIZATIONAL CHART PLACE ORGANIZATIONAL CHART HERE PERSONNEL INFORMATION Employees 2018 2019 Sworn Officers Clerical Part-Time Officers Part-Time Community Service Officers Total Overtime Hours Worked 2018 Total Previous Month 2019 August 2019 Court Relief School (Details & Traffic) School Liaison Officer Training Details & Traffic Community Service Call Outs / Stay Over Investigations CPAT / CIT Clerical Meetings Grants HIDTA Shift Coverage Special Events Total Overtime Hours Total Regular Hours Benefit Time Used 2018 Total Previous Month 2019 August 2019 Vacation Holiday Sick Compensatory Other Total Hours Compensatory Time Earned 2018 Total Previous Month 2019 August 2019 Total COMMUNITY POLICING INITIATIVES ADD BULLET POINTS OF THINGS WE ARE DOING ADD PICTURES OF OFFICERS COMMUNITY PRESENTATIONS / MEETINGS Date Group Officers Topic 8/26/19 Yorkville Chamber of Commerce Chief Jensen Meeting TRAINING AND CAREER DEVELOPMENT Date Topic Attendees Hours 8/26-30/19 40 Hour ET Training Detective Meyer 40.0 Total Training Hours TRAFFIC CRASH SUMMARY Total Traffic Crash Reports 2019 # Total Crash Report Short Form Private Property 2019 # Total Crashes for the Month of __________ 2019 # Hit & Run Crashes # Personal Injury Crashes # Property Damage Crashes # Fatality Crashes # TOP 5 TRAFFIC CRASH INTERSECTIONS Crash Intersection Total Number of Crashes Primary Contributory Causes Rt. 34 & Rt. 47 5 Cell Phone Distracton Of the ____ crashes reported on the Illinois traffic crash report _____ (List %) were intersection related Crash by DAY of the Week Number of Crashes Monday Tuesday Wednesday Thursday Friday Saturday Sunday Crash by TIME of Day Number of Crashes 0600-0959 1000-1359 1400-1759 1800-2159 2200-0159 0200-0559 TRAFFIC COMPLAINT / ENFORCEMENT INFORMATION LIST TRAFFIC COMPLAINTS HERE LIST INVESTIGATIVE EFFORTS TO DETERMINE IF THERE IS A PROBLEM HERE During the month of _________ a total of ______ directed patrols were completed by members of the Yorkville Police Department. Directed Patrols are a result of complaints received and substantiated based off of the following criteria: monitoring traffic, traffic count studies or speed studies. Directed Patrol Area: (Speeding Complaint: Cannonball Trail East of Rt. 47) Speeding Lane Use Turning Traffic Control Device Seatbelt Other Moving Cell Phone Usage Totals Citations 10 0 0 0 2 0 1 13 Warnings 5 0 0 0 5 0 1 11 Total 15 0 0 0 7 0 2 24 Directed Patrol Area: (LIST AREA HERE) Speeding Lane Use Turning Traffic Control Device Seatbelt Other Moving Cell Phone Usage Totals Citations Warnings Total Directed Patrol Area: (LIST AREA HERE) Speeding Lane Use Turning Traffic Control Device Seatbelt Other Moving Cell Phone Usage Totals Citations Warnings Total PORTABLE SPEED SIGN / SPEED TRAILER DEPLOYMENT Dates of Deployment Location Type of Concern 8/5-9/19 Autum Creek Elementary School Speeding TRAFFIC ENFORCEMENT Citations 2018 Total Previous Month 2019 Speeding No Insurance Seatbelt Other Moving Violations Total Warnings 2018 Total Previous Month 2019 Seatbelt Written Verbal Total CRIMINAL INVESTIGATIONS INVESTIGATIONS HIGHLIGHT Detectives were called to investigate a criminal sexual assault where the victim was 13 years of age. The suspect/offender in this case drove from Indiana to meet victim whom he had met on-line. The offender groomed the victim in this case and made unwanted contact of a sexual nature. Upon completion of the investigation a warrant was obtained for the offender (Ag. Criminal Sexual Assault a Class 1 Felony) Cases Assigned 2018 Total Previous Month 2019 August 2019 Adult Juvenile Total Cases Closed 2018 Total Previous Month 2019 August 2019 Adult Juvenile Total Total Arrests 2018 Total Previous Month 2019 August 2019 Adult Juvenile Total Evidence 2018 Total Previous Month 2019 August 2019 Items Recovered Items Destroyed or Returned CRIME REPORTING The Police Department volume of law enforcement activity during the reporting period is demonstrated by category in the table below. The data includes activit y reported to the State of Illinois through monthly Uniform Crime Reports (UCR) as well as all other criminal and quasi - criminal activity that is not required to be reported to the State. For comparison purposes, the statistical reporting from the same reporting period one year ago is included. NOTE: This data is insufficient for use in establishing trends, assessing workload distr ibution or any other statistical analysis. Further data, delving beyond this report, is essential in determining accurate and meaningful insight beyond this report. REPORTS August 2019 August 2018 Total 2019 Total 2018 Criminal Reports Non-Criminal Reports Sex Offender Registration 911 Hang-Up / Misdial Motorist Assist / Lock-Outs Accident / Property Damage Accident / Personal Injury Accident / Fatal Accident / Hit & Run D.U.I Reports Total OFFENSE SUMMARY (Part I Crimes) August 2019 August 2018 Total 2019 Total 2018 Murder Sex Crimes Robbery Aggravated Battery Burglary Theft Vehicle Theft Arson Total OFFENSE SUMMARY (Part II Crimes) August 2019 August 2018 Total 2018 Total 2019 Battery Domestic Battery Fraud Property Damage Weapons Drug Offenses Sex Offender Disorderly Conduct Alcohol Minors D.U.I Alcohol Offenses Total PATROL ARRESTS 2018 Total August 2019 2019 Total Felony Misdemeanors Total CALLS FOR SERVICE Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 2018 2019 Total VEHICLE USE & EXPENSES SQUAD CAR OPERATION EXPENSES 2018 2019 Monthly Mileage Gasoline Expense Gallons of Gasoline Maintenance Expense Cost Per Gallon Cost Per Mile VEHICLE USAGE AND EXPENSES Squad # Vehicle Year Assigned Ending Mileage Beginning Mileage Monthly Miles Total Miles BADGE/STAR GOES HERE Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #2 Tracking Number PS 2019-26 Adjudication Reports for July – August 2019 Special Public Safety Committee – September 11, 2019 Informational None Nicole Decker Police Name Department Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #3 Tracking Number PS 2019-27 KenCom Communications Update Special Public Safety Committee – September 11, 2019 N/A None None See Attached Memo Carri Parker, Purchasing Manager Administration Name Department Summary Discussion on the KenCom Communication changes and the effect on the City. Background In February, Purchasing Manager Parker was informed that the KenCom Dispatch Center would be installing a new P5 program to allow digital channels for all police agencies using KenCom. The timeline was not set at that time, therefore, was not discussed until late April 2019. In April 2019, KenCom communicated to all participating agencies through the finance committee and the executive board that the digital platform on P5 would be going live by the end of 2019 and that all agencies, in order to utilize P5 would need to convert their current police radios to a digital format. In addition, KenCom advised that by the end of 2020 they will be incorporating digital encryption on the P5 frequency. In budget year FY19 the police department purchased 30 portable radios in the amount of $22,888.00. These radios will support the digital and encryption format; however, additional digital and encryption licensing will need to be purchased. In May 2019, Purchasing Manager Parker reached out to the five core agencies that utilize KenCom. These five core agencies are Yorkville, Oswego, Montgomery, Plano and Kendall County. All five agencies agreed to work together to identify radio specifications and agreed to participate in the request for proposal believing this would reduce our overall cost of purchase. KenCom released the specifications needed for the P5 channel and a Invitation to Bid was developed and will be released late September with a public opening in October. Each core agency participating in this joint bid process are at different phases of what needs to be purchased, however, all have agreed to the time-line of funding each phase. Below is a breakdown of the associated costs for the Yorkville Police Department: Digital Licensing will be purchased in May of 2020 (FY21 Budget) Encryption Licensing will be purchased in May of 2021 (FY22 Budget) Mobil Radio Licensing will be purchased in May of 2022 (FY23 Budget) Recommendation No action is being requested at this time. Purchasing Manager Parker will be releasing the Invitation to Bid in September and will bring the results and contract approval back to the Public Safety Committee at the November meeting. Memorandum To: Public Safety Committee From: Carri Parker, Purchasing Manager CC: Bart Olson, City Administrator Date: September 5, 2019 Subject: KenCom Communications Update Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #4 Tracking Number PS 2019-28 Police Department Fleet Status and Update Special Public Safety Committee - September 11, 2019 N/A N/A N/A Discussion on the current status of the Police Department Fleet and the future purchases of department vehicles James Jensen Police Name Department Summary Discussion regarding the current status of the department fleet and future police vehicle purchases. Background The police department has a total of 23 vehicles in our current fleet, 21 of which are in service. This number includes three administrative vehicles, two detective vehicles, two supervisor vehicles, eleven first line patrol vehicles and three additional vehicles used for task force, school resource officers and training. The two remaining vehicles are inoperative due to the vehicles age, mileage and mechanical status. Upon review of our Fleet & Equipment Schedule (Exhibit A) you will see that we have identified the replacement of five vehicles. Three of the five proposed replacements have vehicle rating scores in the high priority replacement category while the other two vehicles qualify for replacement. In the FY20 budget one vehicle was approved for purchase leaving four additional vehicles for consideration. Additional discussion is being requested regarding the possibility of leasing vehicles through Enterprise rent a car. See attached Exhibit C as the City of Geneva has entered into a lease agreement with Enterprise to lease their entire fleet of vehicles. Recommendation Currently, we have no purchasing recommendation. Based on Exhibits B we would like to discuss purchasing option available to us with the goal of providing a safe and efficient fleet to our employees but to also reduce the overall short and long-term expenditures to the City. Attachments Exhibit A: Fleet & Equipment Schedule Exhibit B: Fleet Synopsis for City of Geneva Memorandum To: Public Safety Committee From: James Jensen, Police Chief CC: Date: September 5, 2019 Subject: Police Department Fleet Status and Update Vehicle YearSquad Number Make Model Assigned TOYear ObtainedUseful LifeVehicleScore as of (August 2019)Vehicle Cost New (Vehicle Only) Equipment Cost per VehicleCurrent Estimated Value (Kelly Blue Book Private Party)Maintenance Costs Last 1 YearsEstimated Replacement YearReplacement Cost (1.5% each year added colum T)Mileage as of (August 1 2019)Idle time in hours as of (List Date)Mileage on the engine = (idle hrs x 33) + current mileage2016 M-1 Chevrolet Impala Patrol 2017 5 16 N/A N/A N/A 2022 30,533 N/A N/A2006 M-2 Chevrolet Impala Out of Service 2006 N/A 38 $44,360 19,400 $1,000 $550.00 2020 $45,025 107,221 N/A N/A2016 M-3 Chevrolet Impala Deputy Chief 2016 7 10 N/A N/A N/A 2023 31,897 N/AN/A2003 M-4 Chevrolet Yukon Detective Seizure N/A 40 $44,360 19,400 $4,800 $2,133.00 2020 $45,025 120,180 N/A N/A2016 M-5 Chevrolet Impala Patrol 2016 5 17 N/A N/A N/A 2021 48,852 N/A N/A2015 M-6 Chevrolet Impala CSO 2015 7 14 N/A N/A N/A 2023 63,092 N/A N/A2011 M-7 Ford Crown Vic Out of Service Unknown N/A 34 $44,360 19,400 $500N/A 2020 $45,025 130,939 N/A N/A2016 M-8 Chevrolet Impala Chief of Police 2016 7 9 N/A N/A N/A 2023 16,912 N/A N/A2016 M-9 Chevrolet Impala Patrol 2016 5 17 N/A N/A N/A 2021 45,904 N/A N/A2016 M-10 Chevrolet Impala Patrol 2017 5 14 N/A N/A N/A 2022 30,229 N/A N/A2016 M-11 Chevrolet Impala Patrol 2018 5 12 N/A N/A N/A 2023 6,236 N/A N/A2013 M-12 Chevrolet Tahoe Training Vehicle 2013 N/A 26 $44,360 19,400 $6,000 $1,087.00 2020 $45,025 139,345 N/A N/A2016 M-13 Chevrolet Impala Patrol 2017 5 16 N/A N/A N/A 2022 28,670 N/A N/A2013 M-14 Chevrolet Impala SRO 2013 N/A 25 $44,360 19,400 $4,500 $835.00 2020 $45,025 101,350 N/A N/A2014 M-15 Chevrolet Caprice Patrol 2014 5 23 N/A N/A N/A 2021 107,894 N/A N/A2015 M-16 Chevrolet Tahoe Sergeant 2015 5 20 N/A N/A N/A 2021 70,621 N/A N/A2016 M-17 Chevrolet Impala Detective 2016 7 9 N/A N/A N/A 2023 20,430 N/A N/A2015 M-18 Chevrolet Tahoe Sergeant 2015 5 19 N/A N/A N/A 2021 59,252 N/A N/A2016 M-19 Chevrolet Impala Patrol 2016 5 20 N/A N/A N/A 2022 57,457 N/A N/A2016 M-20 Chevrolet Impala Patrol 2018 5 12 N/A N/A N/A 2023 10,365 N/A N/A2016 M-21 Chevrolet Impala Patrol 2018 5 12 N/A N/A N/A 2023 6,297 N/A N/A2014 M-22 Chevrolet Caprice Task Force 2014 5 19 N/A N/A N/A 2021 61,332 N/AN/A2018 M-23 Chevrolet Malibu Deputy Chief 2018 7 6 N/A N/A N/A 2025 4,732 N/A N/APOLICE POLICE TOTAL:Condition #1 0-18 Points ExcellentCondition #2 19-22 Points GoodCondition #3 23-27 Points Qualifies for ReplacementCondition #4 28+ Points High Priority ReplacementInvestigations/Administration VehiclesTotal Cost (Vehicle & Equipment): $63,760.00Total Police Vehicles: 23 (Currently ONLY 21 in ServiceProposed Replacement FY20Proposed Replacement FY21Proposed Replacement FY22RECOMMENDATIONUseful Life of Adminitration Vehicle: 7-10 years (If New Vehicle)Vehicle Purchase Options (State Bid Price)Ford Explorer Cost: $44,360 (Includes some equipmentVehicle ScoringFleet & Equipment ScheduleUseful Life of Front Line Patrol Vehicle: 3-5 years (If New Vehicle)Useful Life of Investigations Vehicle: 7-10 years (If New Vehicle)Patrol Squad averages about 20,784 miles a year (Squad 13, two officers assigned to this car)Patrol Squad averages about 11 pts per year (Squad 13: After 1 full year in rotation)Date: 8/23/19M-2: Assigned to Patrol replace with New Patrol VehicleM-4: Assigned to Detective Replace with Invest/Admin VehicleM-7: Assigned to Patrol replace with New Patrol VehicleM-12: Assigned to Patrol replace with New Patrol VehicleM-14: Assigned to Patrol replace with New Patrol VehicleFord Escape: $21,275Chevrolet Malibu $23,800Chevrolet Sonic: $18,500Chevrolet Trax: $20,000Ford Taurus: $19,800Dodge Caravan: $19,800Ford Fusion: $19,335Ford Focus: Pre-Owned OnlyAssociated Equipment Costs per Vehicle: $19,400 Fleet Synopsis for City of Geneva May 11, 2019 City of Geneva 22 S. First Street Geneva, IL 60134 Enterprise Fleet Management, Inc. Enterprise Fleet Management 600 Corporate Park Drive St. Louis, MO 63105 314-512-5000 Main 314-518-5583 Fax Gabby Harding Account Executive 1200 Jorie Blvd Ste 300 Oak Brook, IL 60523 630-534-7783 765-585-9258 Gabrail.Harding@efleets.com Information contained on this page contains matters which are the subject of ongoing negotiations; are confidential and propr ietary; and subject to strict restrictions and limitations on use and disclosure. Please refer to Enterprise Fleet Management’s Statements on Confidentiality and Contingency for further detail. Copyright 2015 Enterprise Fleet Management, Inc. All rights reserved. 3 Enterprise Fleet Management is a full service fleet management company. From determining a cost- effective life cycle, to acquisition, maintenance, fuel, and resale, Enterprise works with local units of government improve cash flow and drive down the total cost to operate a fleet of vehicles. Enterprise partners with hundreds of local units of government across the country, including dozens in Illinois, to reduce costs and improve efficiency. A sample of customers include the City of Freeport, Village of Romeoville, City of North Chicago, Village of Bourbonnais, Village of Matteson, City of Kankakee, City of Chicago, Chicago Transit Authority, Lake County Housing Authority, Rockford Housing Authority, the City of Crystal Lake and the Village of Round Lake Beach. Enterprise has worked with these entities to develop and implement cost-effective fleet replacement programs that improved cash flow and lowered operational costs. Information contained on this page contains matters which are the subject of ongoing negotiations; are confidential and propr ietary; and subject to strict restrictions and limitations on use and disclosure. Please refer to Enterprise Fleet Management’s Statements on Confidentiality and Contingency for further detail. Copyright 2015 Enterprise Fleet Management, Inc. All rights reserved. 4 Impact of Partnership SITUATION • City of Geneva is looking for ways to improve cash flow and drive down Total Cost of Ownership within the fleet o 23% of the light and medium duty fleet is currently 10 years or older o Older vehicles = higher operational costs o Average age of the fleet is 6.8 years o Replace 4.4 vehicles each year with cash OBJECTIVES • Develop a sustainable fleet plan that will allow the city to get the fleet onto a healthy replacement cycle o Our goal leverage our collective buying power with Enterprise and maximize equity in the existing fleet to replace 30 light duty vehicles over the next 5 years at a lower total cost. o Based on past buying trends the City has replaced 4.4 vehicles each year for an estimated $107,000 in cash. The city can replace 17 of the oldest vehicles in fleet through Enterprise for an estimated $91,000 in annual lease payments (excluding additional equipment). The goal is to replace the oldest vehicles in fleet with the highest operational. o The City will utilize an open-end leases with no mileage restrictions, term restrictions, or wear and tear penalties. Leases are written to a residual balance to preserve cash flow. The open- end lease allows local units of government to replace more vehicles with less cash. It is a tool government entities use to “catch up” on a fleet replacement plan. Information contained on this page contains matters which are the subject of ongoing negotiations; are confidential and propr ietary; and subject to strict restrictions and limitations on use and disclosure. Please refer to Enterprise Fleet Management’s Statements on Confidentiality and Contingency for further detail. Copyright 2015 Enterprise Fleet Management, Inc. All rights reserved. 5 o The city has the same ownership rights as purchasing vehicles and retains equity gained at resale. Those 17 vehicles in fleet are worth an estimated $160,000. The goal is to keep equity from the leased vehicles in the fleet to reduce future lease costs. The equity follows the vehicle. Equity creates the sustainable replacement plan. o Enterprise has evaluated our specific applications and vehicle utilization to right-type vehicles within the fleet. For example, replacing our older sedans with pickup trucks to ensure we have the right vehicle for the application. o By replacing vehicles with newer models this will increase fuel efficiency and reduce maintenance expenses. o The City will leverage Enterprises Fleet Management’s ability to sell vehicles at an average of 110% above Black Book (commercial equivalent to Kelley Blue Book). Impact of Partnership • Increase safety of drivers with newer vehicles o Currently: ▪ 4 vehicles predate Anti-Lock Brake standardization (2007) ▪ 7 vehicles predate Electronic Stability Control standardization (2012) • ESC is the most significant safety invention since the seatbelt • Piggyback off of the Sourcewell RFP that addresses the following: o Access to all fleet management services as applicable to the needs of the city o Supports the city’s need for fleet evaluation on a quarterly basis assessing costs and reviewing best practices o Provide monthly reporting, tracking, and downloads featuring real-time information to make informed fleet decisions Information contained on this page contains matters which are the subject of ongoing negotiations; are confidential and propr ietary; and subject to strict restrictions and limitations on use and disclosure. Please refer to Enterprise Fleet Management’s Statements on Confidentiality and Contingency for further detail. Copyright 2015 Enterprise Fleet Management, Inc. All rights reserved. 6 Media Information contained on this page contains matters which are the subject of ongoing negotiations; are confidential and propr ietary; and subject to strict restrictions and limitations on use and disclosure. Please refer to Enterprise Fleet Management’s Statements on Confidentiality and Contingency for further detail. Copyright 2015 Enterprise Fleet Management, Inc. All rights reserved. 7 Media *This is a reporting error. “Renting” should say “leasing.” Information contained on this page contains matters which are the subject of ongoing negotiations; are confidential and propr ietary; and subject to strict restrictions and limitations on use and disclosure. Please refer to Enterprise Fleet Management’s Statements on Confidentiality and Contingency for further detail. Copyright 2015 Enterprise Fleet Management, Inc. All rights reserved. 8 References REFERENCES Below is a list of three (3) client references including name, contact person, and telephone number. 1. Name: City of Crystal Lake Phone #: 815-356-3652 Contact Person: George Koczwara, Finance Director 2. Name: Village of Round Lake Beach Business Phone #: 847-546-2351 Contact Person: Kevin Bueso, Finance Director 3. Name: City of Freeport Business Phone #: 815-235-8206 Contact Person: Lowell Crow, City Administrator Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #5 Tracking Number PS 2019-29 Surplus Request for the Disposal of Two Police Vehicles and Invitation to Bid Approval Special Public Safety Committee – September 11, 2019 N/A Majority Approval See Attached Memo Carri Parker, Purchasing Manager Administration Name Department Summary Authorizing the Disposal of Surplus Property Owned by the United City of Yorkville. Background During the budgeting process, staff evaluates its department fleet based on the Fleet Replacement Policy. Staff uses the Vehicle Replacement Evaluation Form to determine if a vehicle should continue its service within the said department or be repurposed or replaced/dispose of. Once the determination is reached to replace or dispose of the vehicle, it is up to the City Council to approve such action. The police department has identified two vehicles that are in need of replacement: 1) Squad 2 is a 2006 Chevrolet Impala LTZ, (last four digits of the vin #0558) with 107,221 miles. This vehicle has always been an administrative vehicle and was last used in early 2019. This vehicle has significant mechanical issues, extensive rust throughout the exterior and the interior is in fair condition. The current auto maintenance vendor for the department, American Tire, and Automotive estimated the total repair costs to be approximately $3,000. Following the Fleet Replacement Policy, this vehicle scores a 38 on the Vehicle Replacement Evaluation Form (Exhibit A). According to the policy, any vehicle that has a score of 28+ points is a high priority for replacement. 2) Squad 7 is a 2011 Ford Crown Victoria, (last four digits of the vin# 2003) with 130,939 miles. This vehicle has been used mostly as a patrol vehicle. Its use included: responding to emergencies causing high acceleration, stopping from a high speed and prolonged idling periods. This vehicle last served as a Community Service Officer vehicle in 2018. This vehicle has mechanical issues and is not currently running. The vehicle also has some rust appearing on its exterior. Following the Fleet Replacement Policy, this vehicle scores a 34 on the Vehicle Replacement Evaluation Form (Exhibit B), according to the policy any vehicle that has a score of 28+ points is a high priority for replacement. Purchasing Manager Parker would like the opportunity to release a sealed bid (Exhibit C) for the sale of these two vehicles individually upon the approval of the surplus disposal. Memorandum To: Public Safety Committee From: Carri Parker, Purchasing Manager James Jenson, Police Chief CC: Bart Olson, City Administrator Date: September 5, 2019 Subject: Surplus Request for the Disposal of Two Police Vehicles and Invitation To Bid the Purchase of City Vehicle(s) 2 | Page Recommendation Staff recommends the City Council approve the surplus disposal authorization and to sell two police vehicles individually through a sealed bid. Should the sealed bid process not be successful, staff requests the authorization for the Purchasing Manager to dispose of the vehicles as needed. Attachments  Resolution  Exhibit A - Vehicle Replacement Evaluation Form – Squad 2  Exhibit B - Vehicle Replacement Evaluation Form – Squad 7  Exhibit C - Invitation To Bid (ITB) the Purchase of a City Vehicle(s) Resolution No. 2019-___ Page 1 Resolution No. 2019-______ A RESOLUTION OF THE UNITED CITY OF YORKVILLE, ILLINOIS, AUTHORIZING THE SALE AND TRANSFER OF PERSONAL PROPERTY OWNED BY THE CITY (Squad Cars) WHEREAS, the United City of Yorkville (the “City”) is a duly organized and validly existing non home-rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, in the opinion of a majority of the Mayor and City Council (the “Corporate Authorities”) of the United City of Yorkville it is no longer necessary, useful to or in the best interests of the United City of Yorkville to retain ownership of the personal property hereinafter described; and, WHEREAS, it has been determined by the Corporate Authorities of the United City of Yorkville to dispose of and transfer ownership of said personal property in the manner described in this Resolution. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois: Section 1: The foregoing recitals are hereby incorporated in this Resolution as findings of the Corporate Authorities. Section 2: Pursuant to Section 11-76-4 of the Illinois Municipal Code (65 ILCS 5/11-76-4), the Mayor and City Council of the United City of Yorkville find that Police Department Squad Cars 2 and 7 owned by the United City of Yorkville, are no longer safe and have serious mechanical issues which would mandate costly repairs and thereafter remain in questionable condition. After review of the results of an evaluation of the current conditions of these vehicles, it has been determined to be in the best interests of the City to sell both vehicles through a sealed bid; provided however, in the event the sale by sealed bids does not occur, the vehicles may be sold in a manner deemed to be in the best interest of the City. Section 3: Pursuant to said Section 11-76-4, the City Administrator is hereby authorized and directed to proceed with the sale of Squad Car 2 and Squad Car 7 by seal bid or such other means as deemed to be in the best interest of the City, disclaiming all warranties and representations of any kind or nature, whether oral or written, express or implied. Section 4. That this Resolution shall be in full force and effect from and after its passage and approval as provided by law. Resolution No. 2019-___ Page 2 Passed by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois this ________ day of ____________________, 2019. KEN KOCH ________ DAN TRANSIER ________ JACKIE MILSCHEWSKI ________ ARDEN JOE PLOCHER ________ CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________ SEAVER TARULIS ________ JASON PETERSON ________ APPROVED: ______________________________ Mayor Attest: ___________________________________ City Clerk Vehicle #Year Make Model Miles Hours Original $in (date) Under 18 points Condition I Life Expectancy 18 - 22 points Condition II Type of Service 23 - 27 points Condition III Department 28+ points Condition IV FACTOR POINTS VEHICLE SCORE AGE 1 8 1 1 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 TOTAL 34 Insert Picture 1 (front view)Insert Picture 2 (drivers side view) Insert Picture 3 (rear view)Insert Picture 4 (passenger side view) 13 3 4 5 1 Each year of chronological age Each 10,000 miles of usage Each 700 hours of usage (priority over miles on heavy duty and off-road equipment) Standard sedans and light pickups MILES / HOURS TYPE OF SERVICE Standard vehicles with the occasional off-road usage RELIABILITY (PM work is not included) MAINTENANCE AND REPAIR COSTS (Accident Repairs not included) CONDITION Crown Vehicles that pull trailers, haul heavy loads, has continued off-road usage, and police administration Any vehicle involved in snow removal Police emergency response vehicles United City of Yorkville Evaluation Form Vehicle Replacement Guideline M7 Victoria 2011 n/a Sale /Auction / Estimated Trade-in $ In shop one time within a three month time period, no major breakdowns or road calls In shop one time within a three month time period, 1 breakdown or road call within a three month period Previous accident damage, poor paint, bad interior, drive train that is damaged or inoperative, major damage from add-on equipment DESCRIPTION Maintenance costs (cumulative total) are ≤ 60% of purchase cost Maintenance costs (cumulative total) are ≥ 61% of purchase cost Good drive train and minor body imperfections (road chips, scratches) Imperfections in body & paint, paint fading & dents, interior fair (no rips, tears, burns), and a good drive train Noticeable imperfections in body and paint surface, some minor rust, minor damage from add-on equipment, worn interior (one or more rips, tears, burns), and a weak or noisy drive train Previous accident damage, poor paint and body condition, rust (holes), bad interior (tears, rips, cracked dash), major damage from add-on equipment, and one drive train component bad In shop more than twice within a one month time period, no major breakdown or road call In shop more than once within one month time period, two or more breakdowns/road calls within the same time period In shop more than twice monthly, two or more breakdowns within one month time period Maintenance costs (cumulative total) are ≤ 10% of purchase cost Maintenance costs (cumulative total) are ≤ 25% of purchase cost Maintenance costs (cumulative total) are ≤ 45% of purchase cost Budgeted Replacement $ YPD CSO Replacement Point Range: High priority replacement Qualifies for replacement Good Excellent Vehicle #Year Make Model Miles Hours Original $in (date) Under 18 points Condition I Life Expectancy 18 - 22 points Condition II Type of Service 23 - 27 points Condition III Department 28+ points Condition IV FACTOR POINTS VEHICLE SCORE AGE 1 13 1 1 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 TOTAL 38 Replacement Point Range: High priority replacement Qualifies for replacement Good Excellent Budgeted Replacement $ YPD admin out of service In shop one time within a three month time period, no major breakdowns or road calls In shop one time within a three month time period, 1 breakdown or road call within a three month period Previous accident damage, poor paint, bad interior, drive train that is damaged or inoperative, major damage from add-on equipment DESCRIPTION Maintenance costs (cumulative total) are ≤ 60% of purchase cost Maintenance costs (cumulative total) are ≥ 61% of purchase cost Good drive train and minor body imperfections (road chips, scratches) Imperfections in body & paint, paint fading & dents, interior fair (no rips, tears, burns), and a good drive train Noticeable imperfections in body and paint surface, some minor rust, minor damage from add-on equipment, worn interior (one or more rips, tears, burns), and a weak or noisy drive train Previous accident damage, poor paint and body condition, rust (holes), bad interior (tears, rips, cracked dash), major damage from add-on equipment, and one drive train component bad In shop more than twice within a one month time period, no major breakdown or road call In shop more than once within one month time period, two or more breakdowns/road calls within the same time period In shop more than twice monthly, two or more breakdowns within one month time period Maintenance costs (cumulative total) are ≤ 10% of purchase cost Maintenance costs (cumulative total) are ≤ 25% of purchase cost Maintenance costs (cumulative total) are ≤ 45% of purchase cost Chevrolet Vehicles that pull trailers, haul heavy loads, has continued off-road usage, and police administration Any vehicle involved in snow removal Police emergency response vehicles United City of Yorkville Evaluation Form Vehicle Replacement Guideline M2 Impala 2006 n/a 21,123.00 Sale /Auction / Estimated Trade-in $ 11 3 5 5 1 Each year of chronological age Each 10,000 miles of usage Each 700 hours of usage (priority over miles on heavy duty and off-road equipment) Standard sedans and light pickups MILES / HOURS TYPE OF SERVICE Standard vehicles with the occasional off-road usage RELIABILITY (PM work is not included) MAINTENANCE AND REPAIR COSTS (Accident Repairs not included) CONDITION Insert Picture 1 (front view)Insert Picture 2 (drivers side view) Insert Picture 3 (rear view)Insert Picture 4 (passenger side view) INVITATION TO BID ON THE SALE OF A CITY VEHICLE(S) Deadline: ________________ LEGAL NOTICE INVITATION FOR BID The United City of Yorkville, Illinois will accept sealed bids for a City Vehicle(s). Sealed bids will be received at the address listed below until _________________. Bids will be publicly opened and read aloud at this time. All proposals should be addressed to: United City of Yorkville Re: (Contractor name) Sealed Bid for City Vehicle(s) Attention: Carri Parker, Purchasing Manager 800 Game Farm Road Yorkville, IL 60560 Bid packets are available online at http://www.yorkville.il.us. The link can be found under the Business Tab-Bids & RFPs. Additional packets may be picked up at the United City of Yorkville City Hall, 800 Game Farm Road, Yorkville, IL 60560. Please contact the Purchasing Manager to schedule a time to pick up the packet. A pre-bid meeting to view the Vehicle(s) for sale will be held on ________________ at _____ local time (weather permitting) at 804 Game Farm Road, Yorkville, IL 60560. Any questions or interpretation request regarding this Legal Notice or actual bid specifications shall be directed to Carri Parker, Purchasing Manager in writing at cparker@yorkville.il.us, not less than ten (10) business days prior to the scheduled bid opening date. The contractor shall at all times observe and conform to all laws, ordinances, and regulations of the Federal, State, and City which may in any manner affect the preparation of bids or the performance of the contract. Carri Parker Purchasing Manager GENERAL CONDITIONS The City is seeking sealed bids for the purchase of a City Vehicle(s). Bidders are required to: 1. Submit a sealed bid, in an envelope marked “City Vehicle(s) Sealed Bid”. Bids must be delivered to the United City of Yorkville, attn. Carri Parker, Purchasing Manager, 800 Game Farm Road, Yorkville, IL 60560 no later than ________ local time on ____________________. No bids received after that date and time will be accepted. Bids will be opened at this time and read out loud. 2. Submission of a bid constitutes acceptance of all terms of this Solicitation, without exception. Bids that reference exceptions to these terms may be rejected by the City. 3. The vehicle(s)s are sold on an “AS IS, WHERE IS” basis to the highest bidder. The high bidder must make arrangements for pick up and removal of vehicle(s) at City Hall. Award shall be made to the highest bidder on a per item or total cost basis. 4. The City reserves the right to review all bids and determine which bid is in the best interests of the City. The City reserves the right to waive bidding, to reject any or all bids, or to contract directly with any party in its sole discretion. The City reserves the right to require strict conformity to these specifications, or to waive any irregularity, in its absolute and sole discretion. 5. All bids shall be accompanied by a certified check in an amount not less than 100% of the total bid price. The certified check of the successful bidder will be retained by the City and applied towards the purchase price. In the event that the successful bidder fails to close on the sale of the vehicle(s) for any reason following bid opening, the bid deposit shall be forfeit to the City as liquidated damages to cover the City’s costs of advertisement and conduct of the bid process. The certified check(s) of all unsuccessful bidders will be returned after the selection of the successful bidder by the City Administrator. 6. Once approved, the successful bidder may be required to execute a bill of sale and a contract acknowledging these terms in writing, at the City’s discretion. 7. The successful bidder shall remove the vehicle(s) from the City premises within two weeks of acceptance of the bidders offer. 8. The successful bidder shall remove the vehicle from the City premises by ________________ once offer is accepted. 9. Bidder must return the following documents: a. Completed and Signed Bid Form b. Cashier’s Check for the full amount of bid c. Completed and signed Bill of Sale Form(s) TIMELINE Process Steps Estimated Date(s) Release of the Invitation To Bid (ITB) Pre-Bid Meeting Bid Due Date Committee Approval City Council Approval Removal of Vehicles Deadline SPECIFICATIONS VEHICLE #1 VEHICLE #2 VIN#: 2G1WU581769360558 MAKE: Chevrolet MODEL: Impala YEAR: 2006 STYLE: Sedan FUEL: Gasoline MILEAGE: 107,221 VIN#: 2FABP7BVXBX102003 MAKE: Ford MODEL: Crown Victoria Police YEAR: 2011 STYLE: Sedan FUEL: Gasoline MILEAGE: 130,939 PRE-BID MEETING The United City of Yorkville will hold a pre-bid meeting to view the vehicle(s) for sale on ______________________________ local time (Weather Permitting) at ___________________________________. BID FORM ______________________________________(buyer name) herein called the Buyer(s), hereby offer(s) and agree(s) to purchase from the United City of Yorkville, a Municipal Corporation, hereinafter called the City, at the price subject to the terms of the Invitation To Bid the following vehicles. VEHICLE #1 VIN#: 2G1WU581769360558 MAKE: Chevrolet MODEL: Impala YEAR: 2006 STYLE: Sedan FUEL: Gasoline MILEAGE: 107,221 Vehicles are sold “AS IS” as described in the Bill Of Sale and the City is not responsible for the property upon acceptance of this Bid. Final sale shall be within fourteen (14) days of acceptance of this agreement, unless otherwise agreed to by the parties. This sale is subject to approval by the City Council, and the City reserves the right to reject any and all offers. Method of Payment: A. Certified Check Payable to the United City of Yorkville $ Print Name of Buyer(s) Address (Street, City, State and Zip Code) Phone Number Signature of Buyer(s) Date BID FORM ______________________________________(buyer name) herein called the Buyer(s), hereby offer(s) and agree(s) to purchase from the United City of Yorkville, a Municipal Corporation, hereinafter called the City, at the price subject to the terms of the Invitation To Bid the following vehicles. VEHICLE #2 VIN#: 2FABP7BVXBX102003 MAKE: Ford MODEL: Crown Victoria Police YEAR: 2011 STYLE: Sedan FUEL: Gasoline MILEAGE: 130,939 Vehicles are sold “AS IS” as described in the Bill Of Sale and the City is not responsible for the property upon acceptance of this Bid. Final sale shall be within fourteen (14) days of acceptance of this agreement, unless otherwise agreed to by the parties. This sale is subject to approval by the City Council, and the City reserves the right to reject any and all offers. Method of Payment: A. Certified Check Payable to the United City of Yorkville $ Print Name of Buyer(s) Address (Street, City, State and Zip Code) Phone Number Signature of Buyer(s) Date BILL OF SALE STATE OF ILLINOIS COUNTY OF KENDALL Seller, the United City of Yorkville, 800 Game Farm Road, Yorkville, Illinois, in consideration of $___________, which has been received, hereby sells and transfers to Buyer, ____________________________________ of _____________________________________________, Illinois Name Address the following motor vehicle: VIN#: 2G1WU581769360558 MAKE: Chevrolet MODEL: Impala YEAR: 2006 STYLE: Sedan FUEL: Gasoline MILEAGE: 107,221 Seller hereby represents and warrants to Buyer that Seller is the absolute owner of said vehicle, that said vehicle is free and clear of all liens, charges and encumbrances, and the Seller has full right, power and authority to sell said vehicle and to make this Bill of Sale. ALL WARRANTIES OF QUALITY, FITNESS, AND MERCHANTABILITY ARE HEREBY EXCLUDED, AND THE BUYER ACCEPTS THE VEHICLE IN ITS PRESENT “AS IS” CONDITION. The Village disclaims all warranties and representations of any kind or nature, whether oral or written, express or implied, concerning the vehicle. The transfer of the vehicle is pursuant to any known or unknown deficiencies or defects of or with respect to the vehicle, and an agreement by the Buyer not to assert any claim and to indemnify and hold harmless the City its officials, employees and agents from any liability resulting from the vehicle. Seller certifies to the best of its knowledge that the odometer reading now reads 108,028 (no tenths) miles and reflects the actual mileage of the vehicle described above. IN WITNESS WHEREOF, Seller has signed this Bill of Sale on this _______ day of __________ 2019. _________________________________________ Print name and title________________________________________________________________ Buyer: _________________________________________ Date: __________________ Print name _________________________________________ ) ) SS ) BILL OF SALE STATE OF ILLINOIS COUNTY OF KENDALL Seller, the United City of Yorkville, 800 Game Farm Road, Yorkville, Illinois, in consideration of $___________, which has been received, hereby sells and transfers to Buyer, ____________________________________ of _____________________________________________, Illinois Name Address the following motor vehicle: VIN#: 2FABP7BVXBX102003 MAKE: Ford MODEL: Crown Victoria Police YEAR: 2011 STYLE: Sedan FUEL: Gasoline MILEAGE: 130,939 Seller hereby represents and warrants to Buyer that Seller is the absolute owner of said vehicle, that said vehicle is free and clear of all liens, charges and encumbrances, and the Seller has full right, power and authority to sell said vehicle and to make this Bill of Sale. ALL WARRANTIES OF QUALITY, FITNESS, AND MERCHANTABILITY ARE HEREBY EXCLUDED, AND THE BUYER ACCEPTS THE VEHICLE IN ITS PRESENT “AS IS” CONDITION. The Village disclaims all warranties and representations of any kind or nature, whether oral or written, express or implied, concerning the vehicle. The transfer of the vehicle is pursuant to any known or unknown deficiencies or defects of or with respect to the vehicle, and an agreement by the Buyer not to assert any claim and to indemnify and hold harmless the City its officials, employees and agents from any liability resulting from the vehicle. Seller certifies to the best of its knowledge that the odometer reading now reads 57,793 (no tenths) miles and reflects the actual mileage of the vehicle described above. IN WITNESS WHEREOF, Seller has signed this Bill of Sale on this _______ day of __________ 2019. _________________________________________ Print name and title________________________________________________________________ Buyer: _________________________________________ Date: __________________ Print name _______________________________________ ) ) SS ) Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #6 Tracking Number PS 2019-30 Surplus Request for the Disposal of City Property Special Public Safety Committee – September 11, 2019 N/A Majority Approval See Attached Memo Carri Parker Administration Name Department Summary Authorizing the Disposal of Surplus Property Owned by the United City of Yorkville. Background Throughout the year, the City departments identify items that are in need of replacement as they are broken, outdated or no longer needed to provide public services to the United City of Yorkville. With the approval from the Council, the Purchasing Manager, will then conduct a surplus sale either through sealed bid, auction, online transaction, or donation to a non-profit organization, local taxing district or other shared services municipality or dispose of items as needed. Recently, the police department has cleaned out its storage unit and sally port. During the process, the police department have found many items that are no longer needed, or they are not compatible with current operations. In addition to the clean-out, the police department purchased new radios in FY2019. The old radios are in working condition, however, will not be usable in the future due to the KenCom communication change. Below is a list of the requested items:  Squad Car Cages  Prisoner Seats  Rifle Racks (10 - 20 years old)  Police Mountain Bikes (15 years old minimum)  Crosswalk Signs with Rubber Base  Light Bars  Old In-Car Radios  Hand-Held Radar Unit (from the '70s or '80s)  Panasonic MDTS (old laptops) and Dock / Mounts Pro Vision / Digital Patroller Video Systems  Portable Radios  Control Boxes, Consoles  Radios  Radio Microphones  Batteries  Charging Docks  Charging Cables Recommendation Staff recommends the City Council approve an ordinance declaring the equipment stated above as surplus and direct the Purchasing Manager to conduct a surplus sale either through auction, online transaction, or donation to a non-profit organization, local taxing district or other shared services municipality and dispose of items as needed. Memorandum To: Public Safety Committee From: Carri Parker, Purchasing Manager James Jenson, Police Chief CC: Bart Olson, City Administrator Date: September 5, 2019 Subject: Surplus Request for the Disposal of Police Equipment Resolution No. 2019-___ Page 1 Resolution No. 2019-______ A RESOLUTION OF THE UNITED CITY OF YORKVILLE, ILLINOIS, AUTHORIZING THE SALE AND TRANSFER OF PERSONAL PROPERTY OWNED BY THE CITY (Police Department Equipment) WHEREAS, the United City of Yorkville (the “City”) is a duly organized and validly existing non home-rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, in the opinion of a majority of the Mayor and City Council (the “Corporate Authorities”) of the City it is no longer necessary, useful to or in the best interests of the City to retain ownership of the personal property hereinafter described; and, WHEREAS, it has been determined by the Corporate Authorities that it is in the best interest of the City to dispose of and transfer ownership of said personal property in the manner described in this Resolution. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois: Section 1: The foregoing recitals are hereby incorporated in this Resolution as findings of the Corporate Authorities. Section 2: Pursuant to Section 11-76-4 of the Illinois Municipal Code (65 ILCS 5/11-76-4), the Mayor and City Council of the United City of Yorkville find that certain equipment of the Police Department as itemized on Exhibit A attached hereto (the “Property”) is no longer necessary for the operation of the Department some of which are no longer compatible with other equipment and current operations. After review of these items and an evaluation of their condition, it has been determined to be in the best interests of the City to declare this Property as surplus and proceed to sell as hereinafter set forth. Section 3: Pursuant to said Section 11-76-4, the City Administrator is hereby authorized and directed to proceed with the sale of the Property and conduct a surplus sale by auction, online transaction, or donation, disclaiming all warranties and representations of any kind or nature, whether oral or written, express or implied. Section 4. That this Resolution shall be in full force and effect from and after its passage and approval as provided by law. Resolution No. 2019-___ Page 2 Passed by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois this ________ day of ____________________, 2019. KEN KOCH ________ DAN TRANSIER ________ JACKIE MILSCHEWSKI ________ ARDEN JOE PLOCHER ________ CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________ SEAVER TARULIS ________ JASON PETERSON ________ APPROVED: ______________________________ Mayor Attest: ___________________________________ City Clerk Resolution No. 2019-___ Page 3 Exhibit A EQUIPMENT Squad Car Cages Prisoner Seats Rifle Racks (10-20 years old) Police Mountain Bikes (15 years old minimum) Cross Walk Signs with Rubber Base Light Bars Old In-Car Radios Hand Held Radar Unit (from the 70’s or 80’s) Panasonic MDTS (old laptops) and Dock/Mounts Pro Vision/Digital Patroller Video Systems Portable Radios Control Boxes, Consoles Radios Radio Microphones Batteries Charging Docks Charging Cables Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/gov_officials.php Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #7 Tracking Number PS 2019-31 Meeting Schedule for 2020 Special Public Safety Committee – September 11, 2019 Majority Approval Proposed meeting schedule for 2020. Lisa Pickering Administration Name Department Summary Proposed 2020 meeting schedule for the Public Safety Committee. Meeting Schedule for 2020 For 2020, if the Public Safety Committee would like to continue meeting bi-monthly at 6:00 p.m., the tentative meeting dates would be as follows:  January 2, 2020  March 5, 2020  May 7, 2020  July 2, 2020  September 3, 2020  November 5, 2020 Recommendation Staff recommends review of the proposed meeting dates and time so that a meeting schedule can be finalized for 2020. Memorandum To: Public Safety Committee From: Lisa Pickering, City Clerk CC: Bart Olson, City Administrator James Jensen, Chief of Police Date: August 27, 2019 Subject: Public Safety Meeting Schedule for 2020 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 123411234567 5 67891011 2 34567889 1011121314 12 13 14 15 16 17 18 9 10 11 12 13 14 15 15 16 17 18 19 20 21 19 20 21 22 23 24 25 16 17 18 19 20 21 22 22 23 24 25 26 27 28 26 27 28 29 30 31 23 24 25 26 27 28 29 29 30 31 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1234 1 2 123456 5 67891011 3 45678978 9 10 11 12 13 12 13 14 15 16 17 18 10 11 12 13 14 15 16 14 15 16 17 18 19 20 19 20 21 22 23 24 25 17 18 19 20 21 22 23 21 22 23 24 25 26 27 26 27 28 29 30 24 25 26 27 28 29 30 28 29 30 31 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1234112345 5 67891011 2 34567867 8 9 10 11 12 12 13 14 15 16 17 18 9 10 11 12 13 14 15 13 14 15 16 17 18 19 19 20 21 22 23 24 25 16 17 18 19 20 21 22 20 21 22 23 24 25 26 26 27 28 29 30 31 23 24 25 26 27 28 29 27 28 29 30 30 31 Su M Tu W Th F Sa Su M Tu W Th F Sa Su M Tu W Th F Sa 1231234567 12345 4 5678910 8 9 1011121314 6 7 8 9 10 11 12 11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19 18 19 20 21 22 23 24 22 23 24 25 26 27 28 20 21 22 23 24 25 26 25 26 27 28 29 30 31 29 30 27 28 29 30 31 January February September 2020 October November December July August April May June March Printable Yearly Calendar © 2018 by Vertex42.com. Free to Print. https://www.vertex42.com/calendars/printable-calendars.html Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #8 Tracking Number PS 2019-32 Liquor Code Amendment – Bring Your Own (BYO) Special Public Safety Committee – September 11, 2019 Majority Approval Proposed amendment to the liquor code allowing “bring your own” beer and wine service. Lisa Pickering Administration Name Department Summary Review of a change in the BYO (bring-your-own beer/wine) ordinance proposal between the packet materials published for the September 5th Public Safety Committee meeting (cancelled) and the September 11th special Public Safety Committee meeting. Background Since the packet materials were published for the September 5th Public Safety Committee meeting (cancelled) and the Kendall County Record ran an article about the BYO proposal, the staff have heard from a few existing bar and restaurant owners in town. The early feedback from those entities has been negative; they do not want the authority to permit customers to BYO. The first concern raised was that the ordinance as drafted appeared to be mandatory and not permissive – i.e. a customer had the right to BYO and that the ordinance was not clear enough that a bar or restaurant owner could prohibit BYO. While the original ordinance stated BYO “shall be permitted to allow a customer,” we have amended the ordinance to make it more clear that a bar owner may prohibit BYO if they wish. The second concern raised was that the ordinance, even if permissive rather than mandatory, would raise all bar and restaurant owners insurance rates in town. The cause of this is explained as, customers go to a BYO restaurant, become severely intoxicated and then show up to a non-BYO restaurant, where the customer is then the partial-liability of the non-BYO restaurant. The City is contacting insurance agents to confirm this concern, but no responses had been received at time of special meeting packet creation. The third concern raised is general competition. Those establishments that prefer not to allow BYO will be at a competitive disadvantage to those that do allow BYO. We make no proposal to address this concern. Recommendation This memo is an informational item, as an update to Lisa Pickering’s original memo. If additional feedback on the BYO ordinance is received prior to the special Public Safety Committee meeting, it may be distributed via supplemental packet. Additionally, if the only feedback received at the time of the meeting is negative, we could narrowly tailor the BYO ordinance to address Flight Tasting Room’s request only. Memorandum To: City Council From: Bart Olson, City Administrator CC: Date: September 5, 2019 Subject: BYO Ordinance change between meetings Summary Proposed amendment to the liquor code allowing “bring your own” beer and wine service. Background Staff has received a request from Flight Tasting Room and Bottle Shoppe to allow patrons to bring their own bottles of beer into their establishment. To accommodate this request, staff is proposing to add a new liquor license class allowing patrons to “bring their own” beer and wine. The proposed new license class would consist of two parts. The first part is the creation of a Class J: Bring Your Own license class. This new Class J license would allow restaurants that generate more than fifty percent of gross annual revenue from the sale of food to allow their patrons to bring in their own beer or wine onto the premises to be consumed as a complement to the sale of food. The annual license fee is recommended to be set at $250.00. The second part of this new license class would allow current liquor license holders of Class A, BG, or R licenses to allows patrons to bring their own beer or wine on to the licensed premises without the need for an additional liquor license. Proposed Amendments to code 3-3-4(A)(4) Classes of Licenses: J - Bring Your Own. Authorizes the licensee to allow customers to carry their own beer and wine into a “BYO authorized establishment” as defined in this subsection for consumption within that establishment, subject to the conditions in this subsection. a.A Class J license may be issued and held by a restaurant that generates more than fifty percent (50%) of its gross annual revenue from the sale of food. A Class J license shall authorize a restaurant to allow patrons to bring their own beer or wine onto the premises to be consumed as a complement to the sale of food. b.Establishments holding a Class A, BG, or R license shall be permitted to allow patrons to bring in their own beer or wine as provided in this subsection without obtaining an additional license. Memorandum To: Public Safety Committee From: Lisa Pickering, City Clerk CC: Bart Olson, City Administrator James Jensen, Chief of Police Date: August 27, 2019 Subject: Liquor Code Amendment – Bring Your Own (BYO) 3-3-5(B)(4) License Fees J - Bring Your Own - $250.00 Recommendation Staff recommends approval of the attached ordinance. Ordinance No. 2019-____ Page 1 Ordinance No. 2019-_____ AN ORDINANCE OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS, AMENDING TITLE 3, CHAPTER 3 OF THE CODE OF ORDINANCES CREATING A NEW LIQUOR LICENSE CLASS AND FEE WHEREAS, the United City of Yorkville, Kendall County, Illinois (the “City”) is a duly organized and validly existing non-home rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, pursuant to section 5/4-1 of the Liquor Control Act of 1934, as amended, (235 ILCS 5/1-1 et seq.) the Mayor and City Council have the power to determine the number, kind and classification of liquor licenses and the regulations for the sale of alcoholic beverages; and in addition pursuant to its powers to protect the public’s health, welfare and safety this Ordinance is hereby adopted. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1. That Title 3, Chapter 3, Section 4, Subsection (A)(4) of the Code of Ordinances of the City, as amended, be and is hereby amended by adding the following new classification for a liquor license: “J - Bring Your Own. Authorizes the licensee to allow customers to carry their own beer and wine into a “BYO authorized establishment” as defined in this subsection for consumption within that establishment, subject to the conditions in this subsection. a.A Class J license may be issued and held by a restaurant that generates more than fifty percent (50%) of its gross annual revenue from the sale of food. A Class J license shall authorize a restaurant to allow patrons to bring their own beer or wine onto the premises to be consumed as a complement to the sale of food. b.Establishments holding a Class A, BG, or R license shall be permitted to allow may permit patrons to bring in their own beer or wine as provided in this subsection without obtaining an additional license but only if the licensee so desires.” Revised draft red-lined ordinance Public Safety - 9/11/19 Ordinance No. 2019-____ Page 2 Section 2. That Title 3, Chapter 3, Section 5, Subsection (B)(4) of the Code of Ordinances of the City, as amended, be and is hereby amended by adding the following: J – Bring Your Own ……………………………………………………. $250.00 Section 3. This Ordinance shall be in full force and effect upon its passage, approval, and publication as provided by law. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, this ____ day of _____________________, 2019. _____________________________ City Clerk KEN KOCH ________ DAN TRANSIER ________ JACKIE MILSCHEWSKI ________ ARDEN JOE PLOCHER ________ CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________ SEAVER TARULIS ________ JASON PETERSON ________ APPROVED: _________________________________ Mayor Attest: _____________________________ City Clerk Ordinance No. 2019-____ Page 1 Ordinance No. 2019-_____ AN ORDINANCE OF THE UNITED CITY OF YORKVILLE, KENDALL COUNTY, ILLINOIS, AMENDING TITLE 3, CHAPTER 3 OF THE CODE OF ORDINANCES CREATING A NEW LIQUOR LICENSE CLASS AND FEE WHEREAS, the United City of Yorkville, Kendall County, Illinois (the “City”) is a duly organized and validly existing non-home rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, pursuant to section 5/4-1 of the Liquor Control Act of 1934, as amended, (235 ILCS 5/1-1 et seq.) the Mayor and City Council have the power to determine the number, kind and classification of liquor licenses and the regulations for the sale of alcoholic beverages; and in addition pursuant to its powers to protect the public’s health, welfare and safety this Ordinance is hereby adopted. NOW, THEREFORE, BE IT ORDAINED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1. That Title 3, Chapter 3, Section 4, Subsection (A)(4) of the Code of Ordinances of the City, as amended, be and is hereby amended by adding the following new classification for a liquor license: “J - Bring Your Own. Authorizes the licensee to allow customers to carry their own beer and wine into a “BYO authorized establishment” as defined in this subsection for consumption within that establishment, subject to the conditions in this subsection. a.A Class J license may be issued and held by a restaurant that generates more than fifty percent (50%) of its gross annual revenue from the sale of food. A Class J license shall authorize a restaurant to allow patrons to bring their own beer or wine onto the premises to be consumed as a complement to the sale of food. b.Establishments holding a Class A, BG, or R license shall be permitted to allow patrons to bring in their own beer or wine as provided in this subsection without obtaining an additional license.” Proposed draft ordinance Public Safety packet - 9/5/19 Ordinance No. 2019-____ Page 2 Section 2. That Title 3, Chapter 3, Section 5, Subsection (B)(4) of the Code of Ordinances of the City, as amended, be and is hereby amended by adding the following: J – Bring Your Own ……………………………………………………. $250.00 Section 3. This Ordinance shall be in full force and effect upon its passage, approval, and publication as provided by law. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois, this ____ day of _____________________, 2019. _____________________________ City Clerk KEN KOCH ________ DAN TRANSIER ________ JACKIE MILSCHEWSKI ________ ARDEN JOE PLOCHER ________ CHRIS FUNKHOUSER ________ JOEL FRIEDERS ________ SEAVER TARULIS ________ JASON PETERSON ________ APPROVED: _________________________________ Mayor Attest: _____________________________ City Clerk Have a question or comment about this agenda item? Call us Monday-Friday, 8:00am to 4:30pm at 630-553-4350, email us at agendas@yorkville.il.us, post at www.facebook.com/CityofYorkville, tweet us at @CityofYorkville, and/or contact any of your elected officials at http://www.yorkville.il.us/320/City-Council Agenda Item Summary Memo Title: Meeting and Date: Synopsis: Council Action Previously Taken: Date of Action: Action Taken: Item Number: Type of Vote Required: Council Action Requested: Submitted by: Agenda Item Notes: Reviewed By: Legal Finance Engineer City Administrator Human Resources Community Development Police Public Works Parks and Recreation Agenda Item Number New Business #9 Tracking Number PS 2019-33 Police Department Staffing Discussion Special Public Safety Committee – September 11, 2019 N/A N/A N/A Discussion on the current staffing levels of the police department and the anticipated growth for FY21 James Jensen Chief of Police Name Department Summary Discussion regarding the current staffing levels of the department and the anticipated staffing levels for FY21 Background As part of the goal setting process for the United City of Yorkville the council identified police department staffing as the number one goal. This commitment has led to the hiring of six (6) police officers in FY20 with an additional three (3) positions yet to be filled. Total department staffing numbers currently sit at 29 with an authorized staff of 33. One additional officer position has been approved with the candidate being offered a conditional offer pending successful completion of a medical review and psychological examination. Upon successful completion this candidate will attend the Police Training Institute on September 15, 2019. Please refer to the manpower allocation data & staffing plan (Exhibit A) for further details regarding staffing justifications. Careful attention should be paid to the “Potential Staffing Issues” section of exhibit A. An Officer has expressed the desire to retire from service in May of 2020. While the loss of a seasoned officer will affect this organization, not planning for this retirement will have even greater impact. The US Department of Justice, who is responsible for overseeing the COPS Office, recently announced that the COPS hiring grant will be fully funded and released once the Ninth Circuits decision to reverse the injunction has taken effect. The expected date of release for this opportunity is late September. Our intention is to look at alternate funding sources for the hiring of additional police personnel. Recommendation At this time the staffing discussion is informational only. The two vacant positions have been accounted for in the FY20 budget and looked to be filled in January of 2020. The potential retirement replacement, specific to budgetary allocation is being reviewed with Finance Director Fredrickson. Attachments Exhibit A: Manpower Allocation Data & Staffing Plan Memorandum To: Public Safety Committee From: James Jensen, Police Chief CC: Date: September 5, 2019 Subject: Police Department Staffing YORKVILLE POLICE DEPARTMENT Manpower Allocation Data 2014 2015 2016 2017 2018 City Population 18,157 18,454 18,845 19,388 19,930 Incidents 11,632 12,458 12,854 11,953 12,046 Reports 1,840 1,788 1,911 1,916 2,045 Arrests 448 413 483 481 439 Crime Prevention Notices 279 728 225 539 264 Alarm Calls Unknown Unknown Unknown Unknown Unknown Crime Data 2014 2015 2016 2017 2018 Part I Crimes Murder 0 0 0 0 0 Sex Crimes 4 11 5 6 8 Robbery 2 3 5 1 3 Aggravated Battery 3 10 4 4 7 Burglary 20 21 28 17 17 Theft 152 136 135 143 178 Vehicle Theft 12 6 11 5 5 Arson 0 1 1 1 2 Total 193 188 189 177 220 Part II Crimes Battery 34 34 48 61 42 Domestic Battery 95 87 113 96 91 Fraud 36 35 48 48 60 Property Damage 69 61 87 101 74 Weapons 3 6 3 7 3 Drug Offenses 12 17 17 34 29 Sex Offender 4 2 7 4 10 Disorderly Conduct 44 39 31 37 33 Alcohol Minors 31 23 16 19 33 DUI 34 19 44 23 34 Alcohol Offenses 0 2 0 1 0 Total 362 325 414 431 409 Crime Rate 2014 2015 2016 2017 2018 Part I Crimes 193 188 189 177 220 Crime Rate 1,062 1,018 1,003 913 1,104 Population 18,157 18,454 18,845 19,388 19,930 To help in determining a jurisdictions “Crime Rate”, a formula was developed to provide a uniform crime rate based on each jurisdiction’s population. The purpose of the formula is to compare all cities, towns, villages and states equally. This Crime Rate indicates the volume of crime occurring within a given population. It is defined as the total number of UCR/Index Crimes per 100,000 inhabitants and is calculated as follows: Part I Crimes X 100,000 / population = Crime Rate Traffic Crash Data 2014 2015 2016 2017 2018 Traffic Crashes 555 575 610 574 618 Property Damage 479 470 497 461 520 Personal Injury 29 51 59 59 56 Hit & Run 46 52 51 52 41 Fatal 1 3 3 2 1 Traffic Stop Data 2014 2015 2016 2017 2018 Traffic Citations 1,096 978 1,254 882 1,022 Traffic Written Warnings 2,943 4,132 5,237 4,238 3,893 Ordinance Violations – Mandatory N (Police & Building & Zoning Violations) 289 203 244 229 171 Ordinance Violations – Non- Mandatory P (Police Only) 335 313 413 197 274 Administrative Tows 139 121 161 117 109 Investigations & Evidence 2014 2015 2016 2017 2018 Evidence Brought In 1,012 1,112 1,106 851 1,567 Evidence Destroyed 830 796 734 420 188 Investigations Cases Assigned 23 50 60 103 106 Cases Closed 23 50 59 97 91 Arrests Unknown Unknown Unknown Unknown Unknown Employee Data 2014 2015 2016 2017 2018 Sworn Officers Sergeants Command Community Services Officers Records Personnel Date Year Total Sworn Hours Worked Comp Time Earned Overtime Earned 2014 2015 2016 2017 2018 Yorkville Police Department Staffing Plan Updated: 8/23/19 PATROL Squad A (Midnight Shift) Squad B (Midnight Shift) Squad C (Dayshift) Squad D (Dayshift) Sgt Hunter Sgt. Jeleniewski Sgt. Stroup Sgt. Carlyle Officer Kolowski Officer Mott Officer Johnson Officer Ketchmark Officer Gerlach Officer Kuehlem Officer Hart Officer Davis Officer Jeka (VACANT – 1st Priority) Officer Soebbing (VACANT – 2nd Priority) (VACANT – 3rd Priority) (VACANT – 4th Priority) (VACANT – 6th Priority) (VACANT – 5th Priority) INVESTIGATIONS Investigations Kendall CPAT CIT SRO Det. Sgt. McMahon Inspector Inspector Heye Officer Goldsmith Detective Nelson Detective Meyer AVAILABLE PERSONNEL Personnel Notes Officer Borowski FTO Completion 9/12/19 (Fill Squad B Vacancy) Office Fisher FTO Completion 9/14/19 (Fill Squad D Vacancy, will move when Fisher is on his own) Officer Opp FTO Completion 9/26/19 (Fill Squad A Vacancy) Officer Mertes FTO Completion 10/10/19 (Fill Squad B Vacancy) Officer Enk FTO Completion 12/21/19 (Fill Squad D Vacancy) Officer Swanson FTO Completion 12/21/19 (Fill Squad C Vacancy) 2019 Budget Hire OPEN POSITION (8/23/19 Conditional Offer of Employment (Set to go to academy 9/15/19) 2019 Budget Hire OPEN POSITION 2019 Budget Hire OPEN POSITION Sergeant Position TBD On Leave COMMAND Personnel Notes Deputy Chief Mikolasek Deputy Chief Pfizenmaier Chief of Police Jensen Total Sworn Staffing Officers 21 Sergeants 5 Command 3 Total Sworn 29 ***This number does not include Open Sergeant Position or the three 2019 Budget Hires*** Total Authorized Staff: 33 Sworn POTENTIAL STAFFING ISSUES (Retirement/Extended Leave) Personnel Notes Patrol Officer Possible retirement in June of 2020. Patrol Sergeant Possible retirement late 2020 or early 2021 Uniform Crime Report Crime in the United States, 2017 POLICE EMPLOYEES Definition: The uniform crime reporting (UCR) program defines law enforcement officers as individuals who ordinarily carry a firearm and a badge, have full arrest powers, and are paid from governmental funds set aside specifically for sworn law enforcement representatives. User’s Note: Because of law enforcement’s varied service requirements and functions as well as the distinct demographic traits and characteristics of each jurisdiction, readers should use caution when drawing comparisons between agencies; staffing levels based on police employment data from the UCR Program. In addition, the data presented here reflect existing staffing levels and should not be interpreted as preferred officer strengths recommended by the FBI. Lastly, it should be noted that the totals given for sworn officers for any particular agency reflect not only the patrol officers on the street, but also the officers assigned to various other duties such as those in administrative and investigative positions and those assigned to special teams. DATA COLLECTION • Each year, law enforcement agencies across the United States report to the UCR Program the total number of sworn law enforcement officers and civilians in their agencies as of October 31. • Civilian employees include full-time agency personnel such as clerks, radio dispatchers, meter attendants, stenographers, jailers, correctional officers and mechanics. SUMMARY OVERVIEW • A total of 13,128 law enforcement agencies provided data on the number of full-time law enforcement employees (sworn officers and civilian personnel) on staff in 2017. • Nationwide the rate of sworn officers was 2.4 per 1,000 inhabitants. The rate of full -time law enforcement employees (civilian and sworn) per 1,000 inhabitants was 3.4. 29 Sworn Officers / 19,930 = 1.46 per 1,000 inhabitants 30 Sworn Officers / 19,930 = 1.51 per 1,000 inhabitants 31 Sworn Officers / 19,930 = 1.56 per 1,000 inhabitants 32 Sworn Officers / 19,930 = 1.61 per 1,000 inhabitants 33 Sworn Officers / 19,930 = 1.66 per 1,000 inhabitants