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Fire and Police Commission Minutes 2001 09-04-01r t UNITED CITY OF YORKVILLE FIRE & POLICE COMMISSION MEETING Minutes of Tuesday, September 4, 2001 Chairman Johnson called the meeting to order at 6:30 PM Roll Call: Members Present: Chairman, Bob Johnson Present Margie Putzler Present Jim Jensen Present Police Chief, Harold Martin Present A quorum was established Minutes for Approval: Mr. Jensen motioned and Ms. Putzler seconded to accept the minutes of the August 27, 2001 Plan Commission as presented. On a voice vote all members present voting yes. Motion carried. Bill List:None Communications: Chairman Johnson stated that tonight the Commission needed to begin establishing the Fire& Police Commission's Rules&Regulations. They have all had some time to review the boiler plate prepared for the United City of Yorkville as well as a couple of samples from other communities, and should proceed page by page to select what they want used by this Commission. When they have completed the process a public notice announcing this action must be published in the local newspaper. He will advise the City Clerk's office to publish when this is appropriate, and the Clerk's Office will also have a set of the Rules&Regulations available for public viewing. The Rules&Regulations will then become effective 10 days after publication of the notice announcement. Unfinished Business: Chairman Johnson began with item 1.Source of Authority" All members agreed this should be used as it stands. 2.Definition" Ms. Putzler asked if adding full-time officers was appropriate. Chairman Johnson stated they were appointed positions so it is OK as written. 1 Chief Martin stated that part-time officers are at will. Mr. Jensen stated he felt that adding the ordinance location, i.e. United City of Yorkville Ordinance#2001-#and the state statute ILCS 5/10-2.1-1 would make it easier, as it has been done in the North Aurora sample. Chairman Johnson stated he had no problem with doing this. All agreed. Chairman Johnson asked if"holding permanent office" covers it sufficiently for us. 3.Officers of Board& Their Duties Mr. Jensen asked about the wording included for the Fire department being appropriate as we don't operate the fire department. Chief Martin stated this would be used if and when we might operate a fire department. Mr. Jensen stated that the boiler plate Rules stated the secretary shall keep the minutes in a permanent record book and the secretary shall be the custodian of all forms, papers, and records. Chairman Johnson stated they need to establish a fiscal year and an annual meeting. The United City of Yorkville's fiscal year begins May 1st. The Commission agreed that this would be appropriate. 4. Meetings Ms. Putzler stated this should be as needed Chairman Johnson stated he felt it was important to establish a monthly meeting time. All agreed. Chairman Johnson stated that at a later time they may need to have an Executive Session. Attorney Kramer can define closed door sessions and the eligibility list. Ms. Putzler stated she would check with Attorney Kramer on closed meetings. 5.Quorum Chairman Johnson stated he felt this was straight forward. All agreed. 6.Order of Business 2 Chairman Johnson stated they probably would want to add Bill List. Ms. Putzler stated they could add this to the agenda as an item. All agreed the order of business would be as follows: a) Call to Order b) Roll Call c) Approve Minutes d) Bill List e) Communications 0 Unfinished Business g) New Business h) Adjournment 7. Procedure All agreed this was OK as is. 8. Amendments All agreed this should be corrected to read "United City of Yorkville. 9.Annual Report& Budget Requests Chairman Johnson stated this can stay as it is, stating for the ensuing year. Ms. Putzler stated she would ask Attorney Kramer if specific dates should be outlined. Chapter II-Applications Section 1. Residence Mr. Jensen asked if the Board has the authority to limit employment to citizens, in reference to the boiler plate statement "that all applicants be citizens of the USA". Section 2 Application Blanks Chief Martin stated we can get standard forms for application. Ms. Putzler asked if they could get samples of these. Mr. Jensen asked about the process for applicants. Chief Martin stated that what they currently do is ask that applicants submit a resume. The make a preliminary acceptance of various resumes, and then for the interview process they require they fill out an application. He would get samples for the Commission. Chairman Johnson stated he would recommend an oral interview be done by the Commission. 3 Ms. Putzler asked if they would be required to do a Physical Agility test. Chief Martin stated yes, to show ability. Chairman Johnson stated that in section 2, 1st paragraph it stated "Filled On or before the deadline", and he felt that Villa Park has better wording, stating "specified by the Board". All agreed everything else here was OK. Ms. Putzler asked if they would have drug testing at employment, or would this be covered under medical tests. Chief Martin stated yes, and ongoing is an option. Chairman Johnson stated this could be part of the disqualification portion, or does physical include drug testing. Mr. Jensen stated it can be done as a question for the Polygraph. Chief Martin stated there is an issue with doing a polygraph prior to employment. Chairman Johnson asked about view on the possible application fee. Ms. Putzler stated that some may not want to pay a fee, many may not apply if there is a fee for various reasons due to having a fee, and asked what the costs are for Psychology tests. Chief Martin stated they can run $250. to $300., and the Polygraph might be an additional $250., then you have the background check. Physical with everything(eyes, back, blood and urine)is about $500. Chairman Johnson asked that Chief Martin research the costs for full applicants. Ms. Putzler asked if this can be done in stages. Chief Martin stated we can do some of this ourselves. Mr. Jensen stated we do have to meet the state standard. The Psychological can be broken down to different test areas. Chairman Johnson stated this would be good to know, and asked for everyone's views on an application fee. Ms. Putzler asked if this would be in the Budget. Mr. Jensen stated he doesn't like it as part of the application. 4 Chairman Johnson stated it does show many things, one of which is commitment level, but his opinion is that we don't need it. All agreed they didn't like an application fee. Ms. Putzler stated that she preferred the wording for the last paragraph of section two from Villa Park. Chairman Johnson stated we should settle the fee issue. Mr. Jensen asked Chief Martin for his opinion. Chief Martin stated that it doesn't offset much of the expense. If they are serious about Yorkville, they will apply with or without. Section 3 Disqualification Ms. Putzler stated she doesn't favor a lack of educational level as a disqualifying factor. Chief Martin stated they do currently require an Assoc. Degree and they prefer to keep this as they get a more well rounded applicant with it, and it is required for promotion. Ms. Putzler stated some may really want to be a Police Officer right out of High School and this would be a deterrent, but once an officer they would get further education. Chairman Johnson stated this is also a cost issue, citizens shouldn't pay for so much of an employees education. Mr. Jensen stated he felt this would eliminate some military applicants, but felt they should have a minimum of an Associates Degree. Chief Martin stated they required only High School for many years, but promotion required education. This encourages them to get the education if they are really committed to becoming a Cop. He favors limiting this to those with an Associates Degree. Ms. Putzler polled the members on how strongly they favored this as a requirement. Chairman Johnson, Mr. Jensen& Chief Martin all agreed on "Very Strongly in Favor of Associates Degree as a minimum requirement". Ms. Putzler asked about the Physical portion and would there be equivalents. Chairman Johnson stated we need to be careful with equivalents here. It should read equivalent as determined by the Board. 5 Ms. Putzler asked if they would accept a Bachelor's in any field. Chairman Johnson stated they should set-up a point system. Chief Martin stated the C.L.E.A. Standard would define this. Chairman Johnson stated they should insert "or equivalent as determined by the Board." Mr. Jensen stated he wanted to be sure that item C is OK Chief Martin stated they can have Attorney Kramer review and explain. Section 4 Defective Application All agreed it is OK as is Section 5 Age Requirement Chairman Johnson stated this should stay under age 35. Ms. Putzler stated they may be eliminating good candidates with this requirement. Chief Martin stated you can get applicants who are just looking for a job because they lost their job. They want them for a long term career. Get the young guys and train them, and if you take care of them they will be with you for a long long time. Not looking for those who are here on their own time table, for a pension, what ever. Ms. Putzler asked if they would consider raising the age. Chairman Johnson stated he wasn't sure that was a good thing. Mr. Jensen stated you do need to watch the cost to the City to educate them. All favored leaving this at age 35. Section 6 Notice of Acceptance Chief Martin stated this can be done at the P.D. by their clerical staff under the Secretary's signature. Section 7 Release of Liability All agreed to have Attorney Kramer review. Ms. Putzler asked if they should list items. 6 Chairman Johnson stated only vision. Chief Martin stated this should not be overly specific. All agreed that section 6 should read as the sample form Oswego, 20/50 for vision, correctable to 20/20 with glasses, and color vision red/green. Chief Martin will check on this. Ms. Putzler stated they should omit for now. Chief Martin agreed it should be omitted for now. All agreed. Chairman Johnson stated that item 6 should become item 7, and 7 should become 8 Chanter III- Examinations Section 1 OK Section 2 OK Section 3 OK Chief Martin stated he will not be available for the meetings scheduled for 9/16/2001 & 9/29/2001. Officer Diederich can be here in his place. Chairman Johnson stated they need to get a decision on Officer Diederich sitting in while Chief Martin is gone as he would be privy to exam information. Mr. Jensen stated they are better off adding the polygraph now, than to add it later when it would raise more controversy. Chairman Johnson suggested they meet Monday, September 10, 2001 at 6:00 PM. Ms. Putzler stated that New Business: None Adjournment: Ms Putzler motioned, and Mr. Jensen seconded to adjourn. On a roll call vote all members present voting yes. Motion carried . Meeting Adjourned at 9:20 PM Minutes by: Sandy Marker 7