Fire and Police Commission Minutes 2001 09-17-01UNITED CITY OF YORKVILLE
FIRE & POLICE COMMISSION MEETING MINUTES
Monday, September 17, 2001
Chairman Johnson called the meeting to order at 6:30 PM, and asked for roll call.
The recording secretary called the roll:
Chairman Johnson Present
Margie Putzler Present
Jim Jensen Present
A quorum was established.
Chairman, Commission Johnson stated he would entertain a motion to approve the minutes from
last weeks meeting.
Commissioner Putzler stated the minutes from September 4th need a few minor corrections. On
page 4, sentence 3, filled should be filed. On page 7 just above New Business an incomplete line
beginning with Commissioner Putzler should be deleted. Also on page 7, under Section III,
Officer Dieterich should be Sergeant Dieterich.
Jensen motioned to and Commissioner Putzler seconded to approve the minutes of September
4, 2001 as corrected. On a voice vote all members present voting yes. Motion carried.
Chairman, Commissioner Johnson stated there are no bills to be approved for payment.
Commissioner Putzler stated that she had some comments and answers to questions the
Commission had requested from Attorney Kramer. See her letter attached, and also the response
from Dean Kleronomous of Kramer's office.
Chairman, Commissioner Johnson stated the Commission should use the labor attorney as
needed.
Chairman, Commissioner Johnson there is an Association Meeting on November 2nd& 3rd,
2001 at Pheasant Run in St. Charles. Training modules are of interest and members should
attend if at all possible.
Chairman, Commissioner Johnson tonight we will begin with Chapter 4 - Promotional Exams.
All agreed that the first paragraph is OK as it stands.
a) Weight of Test.
1
Commissioner Putzler asked how merit is weighed, and asked if they need to establish guidelines
for continuity
Commissioner Jensen stated for Performance Evaluations there is a minimum of 70 and a
maximum of 100 to come up with a score. You can compare to department and commendations,
but now they are moving toward more performance based with goals. His is based on
completion of programs developed for school where he is assigned.
Commissioner Putzler stated it could be a combination of merit and efficiency.
Chairman, Commissioner Johnson stated we should leave it as written and talk to the Chief when
he returns, for suggestions or evaluations and scoring.
Commissioner Jensen stated he prefers written at 40%, oral at 20% and seniority at 10%.
Chairman, Commissioner Johnson stated that this reads almost the same as Villa Park's except
the percentages.
Commissioner Putzler stated that you can still choose an candidate from the top three.
Commissioner Jensen stated in Oswego it is a written test with 75 questions and you pick the
best and worst for each one of them.
Chairman, Commissioner Johnson stated he would not do a polygraph for promotional, but he
has no problem with the numbers suggested by Commissioner Jensen.
Commissioner Jensen stated the merit is based on previous 12 months of service.
Commissioner Putzler stated she would like to see 5%written.
Chairman, Commissioner Johnson stated he really liked the oral at 35%.
Commissioner Jensen stated that some tests have good questions and some don't.
Chairman, Commissioner Johnson stated that passing should be 70% for passing.
The Commission decided on 40% written, 35%oral, 20% merit and 5% seniority.
b)
Commissioner Jensen stated he had a questions about re-testing before extending testing again to
the general public.
2
Chairman, Commissioner Johnson stated he didn't want to lock-into re-testing. But, would hope
the Commission would make a determination of what to do,but agree to take out the general
public.
Commissioner Jensen stated also they should change it to read "Qualified Candidate".
Chairman, Commissioner Johnson stated and now we will go back to Section 1, General.
Exceptions will be made to this in the event no qualified candidates are determined from the
examinations process.
Chairman, Commissioner Johnson stated regarding promotion, the 5th line up from the bottom of
Section i - General. He would like Chief Martin's input. Education should be given some
consideration fro promotion too. I think by State Statute we will have to allow veteran points,
7/10ths of one point for each 6 months of service.
Commissioner Jensen stated we can set the standard for credit for education.
Chairman, Commissioner Johnson stated the next best thing is to assign point value for the oral.
Commissioner Putzler stated she would get the answers needed from the attorney.
SECTION 2 - Total Score
Chairman, Commissioner Johnson stated this should read the same as Section 7: Promotional
Eligibility Register(as attached).
SECTION 3 - Promotional Vacancy:
All agreed this is fine as it is.
CHAPTER 5 - Order of Rank, Classification& Oath of Office.
All of 5 should stand as it is with an explanation from Attorney Kramer on the reference to the
Fire Department.
Chairman, Commissioner Johnson stated we will tackle Chapter 6 next week.
Commissioner Putzler motions and Commissioner Jensen seconded to adjourn. On a voice vote
all members present voting yes. Motion carried.
Meeting adjourned at 8:40 PM
Minutes by Sandy Marker
3
10
II
SECTION 4: Seniority. Credit for seniority shall be given only for actual service in the rank
Ior grade in which the applicant is presently serving, and shall be computed as of the date of
examination. Seniority grades shall be as follows:
Less than 1 year -- 0 Six full years -- 88
IOne full year -- 73 Seven full years -- 88
Two full years -- 76 Eight full years -- 94
I
Three full years'-- 79 Nine full years -- 97
Four full years -- 82 Ten full years -- 100
Five full years -- 85
IOfficers who are eligible for seniority credit shall receive additional seniority grade points for
partial years serviced as follows:
I Less than 4 months -- 0
More than 4 months, but less than 8 months -- 1
More than 8 months -- 2
SECTION 5: Merit Rating. The Commission shall determine the Merit rating of applicants in
a manner to be determined by the Commissioners. The factors used in determining the Merit
Irating shall be uniform for all applicants and shall fairly reflect the quality and amount of service
performed by applicants. The maximum merit rating shall,be 100. The minimum merit rating
for eligibility shall b F'/ ' 4tL—fre:/v'e;u,:ej1,
r
ISECTION 6: Written Test. All applicants for promotion shall be required to take a written test.
The written test shall fairly measure an applicant's ability to perform in the position to which
Ipromotion is sought. All written tests shall be graded by or at the direction of the Commission.
The Commission's decisions as to an applicant's score on the written test shall be final.
ISECTION 7: Promotional Eligibility Register. The Commission shall maintain and post
Promotional Eligibility Registers for each promotional position in the Police Department. The
I
names of all applicants for promotion shall be placed on the Promotional Eligibility Register for
the position to which appointment is Eligibility Register for the position to which appointment
is sought, within sixty (60) days after the written test is given. Names shall be placed on the
Promotional Eligibility Registers in the order of the applicants' average rating scores. If two
2) or more applicants have the same average rating score, then the applicant having the highest
Merit rating shall be assigned the higher position. If a tie still results, then the person with the
I highest test score shall be assigned the higher position. If there is still a tie, then the
Commission shall determine position by lot. The Commission shall strike the name of any
person who has been on a Promotional Eligibility Register for more than three (3) years if there
is no vacancy existing which can be filled from the Promotional Eligibility Register.
I
September 11, 2001
Dean Kleronomos
1107 A South Bridge Street
Yorkville, IL 60560
Re : Yorkville Board of Police and Fire Commissioners
Dear Mr. Kleronomos :
The following is the body of the letter sent via facsimile on
September 6 plus additional questions arising out of the meeting on
Monday, September 10, 2001 .
The Board of Police and Fire Commissioners met on Tuesday evening
September 4 , 2001 . The following questidns are a result of this
meeting. We would greatly appreciate if we' could have your answers
prior to our next meeting on Monday evening September 10 , 2001 .
The related pages of the Rules and Regulations are attached.
1 . Relative to page 4 , 4c does the subject matter of
prospective employees fall under the category of personnel
relative to the open meetings act? For example interviewing
or discussing potential candidates and oral interview content .
2 . Page 5 Section 9 regarding the budget . Are specific dates
necessary in the regulations for the budget requests?
3 . In reference to page 5 Section 1 do we have the authority
to limit residency to citizens of the United States?
4 . Page 6 3c is the language ok as written?
New issues :
1 . Section 6 - The wording of " . . .grading thereof by the
Board. . . " does this allow us to subcontract to the testing
company or limit us to grade by ourselves? '
2 . Section 7 - Can the Police Chief sit in on the orals
without violating the purpose of the Commission (we would not
put this in the by-laws) .
September 11, 2001
Mr. Dean Kleronomos
Page 2
3 . Page 11 Section 11 (b) Do we have the authority to talk
about probationary periods or any other issues relating to a
fire department as one does not exist . Can you please clarify
our role as it pertains to the nonexistent fire department .
Thank you for your time in this matter and we look forward to your
response . Please fax your response to Margie Putzler (630) 897-
8637 or contact me by phone at (630) 264-7300 .
I',
AHijrg, e •u ommissioner
3 13 0Uq R4
9 UNITED CITY of YORKVILLE4yo
RS County Seat of Kendall County
ILL
V 800 Game Farm Rd.
Yorkville, IL 60560
E 630-553-4350
0UNOBO 1M,',
September 14, 2001
Margie Putzler, Commissioner
Yorkville Board of Police &Fire Commissioners
Via Fax: (630) 264-7300
Dear Margie:
I have reviewed the written correspondence of September 6, 2001. In answer to the four
questions posed in your letter I can give you the following information:
1.Subject matter of interviews and personnel files of perspective hirees,is an
exception to the Open Meetings Act. By that I mean since it is dealing with the
hiring of personnel that information is confidential without a court order and is
not subject to open discussion in meetings, nor should it be when interviewing
candidates for their qualifications.
2.I would recommend you leave the language Page 5, Section 9 as is. You correctly
cite the specific State Statute in regard to your annual duty to report fiscal affairs.
If in fact the State changes that date by the Act you still would be in compliance
without amending your By-Laws and Rules. Therefore I would leave as is
without a specific date.
3.You absolutely have the ability to limit applicants for positions of employment
with the City to citizens of the United States. There is no legal prohibition to that
requirement whatsoever, and I believe authority under the Illinois Municipal Code
which makes it mandatory that people hired as full-time employees are citizens of
the United States.
4.With respect to the dictates of page 6 paragraph 3C, I would reword the language
as follows:
Who is addicted to the use of illegal,non-prescription drugs, or
intoxicating liquors, as is proven by medical or testimony,
evidence or legal drug and alcohol screening; or is found to have
taken or used illegal non-prescription drugs or narcotics by a court
of competent jurisdiction.
Should you have any questions, please feel free to contact me.
Very truly yours,
Daniel J. Kramer
Attorney at Law
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