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Fire and Police Commission Minutes 2001 12-12-01UNITED CITY OF YORKVILLE FIRE AND POLICE COMMISSION MEETING DECEMBER 12,2001 6:40 P.M. Roll Call PPG"3 o Bob Johnson Jim Jensen Margie Putzler Guests Police Chief Harold Martin Minutes for Approval Tabled until next meeting. Communications Chief Martin gave the Commission copies of the Illinois Chiefs of Police Association Test and stated the he ordered twenty copies of the test. He also distributed information regarding where he placed ads for police department applicants: two on-line locations,the Beacon and the Record newspapers. He reported that he did a tentative budget for next year. He asked for ideas or changes. He stated that one change might be the vision validation renewal for$1,250.00,which is for the yearly continuation of the contract. The attorney agreed that this was not necessary. Chairman Johnson asked what was the time line for the budget submission and Chief Martin stated that he had to have something done for the Administration Committee by January 17,2002. He would be submitting a total dollar amount and once everything was set,he stated he would give the Commission a copy. Chief Martin stated that he researched the legalities of the budget and the Commission will have a separate budget per line item. He did not find anything about spending. Chairman Johnson wanted to know what autonomy the Commission had in the decision to expend funds from the budget. Chief Martin stated that he could not find anything in the law regarding this and he hadn't spoke with the attorney about this. He explained that any expenditure under 1,000.00 he could approve but anything over that would have to be sent to the Public Safety Committee. Chairman Johnson stated that was what he wanted clarified,did the Commission need this and what type of authorizations were they allowed to do on their own. Chairman Johnson asked Ms. Putzler to send a fax to the attorney inquiring about what the authority level of the commission is with regards to expenditures of funds and at what level do they need approval from the City Council to spend funds from their budget. Chief Martin distributed a copy of the Visual Standards and Consultation Contract to the Commission. The contract explains everything relevant to the initial application of the contract and gives information about the$1,250.00 yearly renewal. Chief Martin reported that the attorney has reviewed the contract and stated that it would not be a problem to terminate it. The attorney suggested a change on page two, which Chief Martin sent to Seyfarth&Shaw. Chief Martin provided information regarding eligibility of officers with prior experience. Chairman Johnson stated that they are able to give these individuals preference no matter where they score one the list. Ms. Putzler stated that the individuals have to be taken in the order they appeared on the list. 2 Bills for Payment None. Unfinished Business Research Vision Validation Chairman Johnson inquired if the contract is something the City enters into. Chief Martin stated he spoke with the Chairman of the Public Safety Committee, Mike Anderson,who wasn't sure and City Administrator Tony Graff who said he thought so. Chief Martin stated that it didn't sound like it was needed,that the Public Safety Committee could approve entering into the contract. He was going to check with Seyfarth&Shaw. Polygraph Test Chief Martin reported on polygraph tests. He stated that tests are normally given at the company's location for groups of five or less. If more than five tests are needed they will come out to the city. Since only the new hires are to be tested, they would have to go to the company's location in Hillside,Illinois. Testing Location Chief Martin reported that the agility and written tests and the orientation could be done at Yorkville High School and/or Club 47. They discussed what each facility had to offer and determined Club 47 might be the better of the two locations. Chief Martin stated he would investigate if Club 47 had a meeting room that could be used for the written test and orientation. They agreed that if they could get a room at Club 47 they would do the testing and orientation there. Vision Validation Contract The Commission read over and discussed the Vision Validation Contract. They discussed the change in the wording recommended by the attorney and if Seyfarth and Shaw approved of the change. Chief Martin said he explained it to them and it didn't seem to be a problem. Chairman Bob Johnson made a motion to recommend to the City Council to enter into the contract with National Vision Consultants with the incorporation of the recommended language by Seyfarth& Shaw;seconded by Ms. Putzler. The motion was approved by a roll call vote:Jensen-aye, Putzler-aye,Johnson-aye. Chairman Johnson questioned Chief Martin as to who is the signatory for the contract. Chief Martin said he would verify this. Researching Pre-employment Oral Interviewing Questions Chief Martin provided a list of questions from COPS. He indicated that the questions used the most were numbered. Mr. Jensen asked if they have the acceptable answers. Chief Martin said he spoke to them about this and was told that they go by experience rather than specific answers. Ms. Putzler suggested the Commission should choose questions they want to use and come up with their own format. Chief Martin stated that things to consider in the interviewing are the length of the interview,the consistency of the questions,the consistency of the interviewers and that the interviews be tape- recorded. The Commission asked Chief Martin to get it in writing that the questions are validated and he said he would do that. 3 The Commission reviewed and discussed the list of questions provided by Chief Martin. After a lengthy discussion regarding the questions,the Commission decided on seven to ask the applicants: 1. What jobs have you held? How were they obtained and why did you leave? 2. What personal characteristics are necessary for success as a police officer? 3. In your opinion,what are the three most important qualities of a police and how do you possess those qualities?In this context,what is the single most important job of a police officer? 4. Describe your personal view of the value of community interaction with the police department. What steps would you take as a police officer to enhance this relationship? 5. Please describe the most stressful experience you have encountered as an adult. 6. What training and/or education have you had that might help you in the job of police officer? 7. As you see yourself,what do you feel are strengths that you would bring to the police department? The Commission discussed the time needed for answering the questions. Chief Martin explained that COPS established that the Commission could decide the amount of time needed to answer questions but this time period has to be offered to each applicant. After much discussion, the Commission decided to allow 30 seconds for an applicant to think of his/her answer and three minutes to answer. They agreed to discuss the answers before interviewing the next applicant. Chief Martin stated that he would provide them with a list of the questions they chose so the Commission could review them before the next meeting. They each agreed, along with Chief Martin,to come with good,bad and average answers to the questions and the order in which they would recommend asking them. Chairman Johnson recommended using a grading scale of 1 to 5 for the answers and developing an evaluation form. They discussed the scoring form,grading content and perception and making notation during the interview. They decided to look at other forms from seminars they attended and develop their own format and discuss it at the next meeting. Chairman Johnson stated that at the next meeting they would rank the questions,decide on a scoring sheet and develop the good,bad and average responses. Research Promotional Written&Oral Questions Chief Martin was not able to get the information needed for this. This was tabled until the next meeting on December 18,2001 at 7:00 P.M. Testing Date The Commission discussed that a tentative date for the agility test was set for January 19,2002. No time or place was set. Chairman Johnson asked Chief Martin to report on this at the next meeting. The date for the written test would be one week later. 2002 Schedule Chairman Johnson stated that Deputy Clerk Sandy Marker called him regarding the 2002-meeting schedule. Chief Martin noted that he also was notified by Ms. Marker and advised her he would present this to the Commission. Chairman Johnson stated that according to the rules and procedures,they would have quarterly meetings or meetings as needed. The Commission agreed to quarterly meetings on the fourth Monday of January, April,July,and October at 6:30 P.M. 4 Additional Business None. Adjournment Chairman Johnson entertained a motion to adjourn. So moved by Ms.Putzler;seconded by Mr. Jensen. Motion carried by a viva voce vote. Meeting adjourned at 8:15 P.M. Minutes taken by Terri Parece Transcribed by Jackie Milschewski