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
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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.
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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.
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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.
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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