The meeting was called to order at 11:02 a.m. In attendance were Chairman George Beasley, Commissioner Richard Ubl, Commissioner Samantha Dailey, Fire Chief Bill Riddle, and City Attorney Keith Foster. Police Chief Don Thomas was absent.

A motion to approve the agenda was made by Commissioner Ubl and seconded by Commissioner Dailey.

Ayes: 3

Nays: 0

Abstain: 0

A motion to approve the minutes from the open session of the March 23, 2004 meeting, as written, was made by Commissioner Ubl and seconded by Commissioner Dailey.

Ayes: 3

Nays: 0

Abstain: 0

A motion to approve the minutes from the closed session of the March 23, 2004, meeting, as written, was made by Commissioner Ubl and seconded by Commissioner Dailey.

Ayes: 3

Nays: 0

Abstain: 0

A motion to re-elect Commissioner Beasley as the Chairman of the Fire and Police Commission was made by Commissioner Ubl and seconded by Commissioner Dailey.

Ayes: 3

Nays: 0

Abstain: 0

Commissioner Ubl noted the wonderful job that Chairman Beasley has done as interim Chairman.

A motion to re-elect Commissioner Ubl as the Secretary of the Fire and Police Commission was made by Commissioner Dailey and seconded by Chairman Beasley.

Ayes: 3

Nays: 0

Abstain: 0

Chairman Beasley read a letter that was sent to the Commissioners informing them that Firefighter Penn has agreed to postpone taking the promotional examination for ninety days, as requested of him by the IAFF. He stated that he would await word from the Commissioners as to the new date for the examination to take place.

Chairman Beasley asked the Commissioners if they we ready to schedule a new date. Commissioner Ubl said that the Commissioners should look at a date for sometime in August. Recording Secretary Tritle reminded him that the Commissioners had previously decided that the 90-day period would begin on the date that they had voted to allow Firefighter Penn to take the test. Therefore, the new test date should be scheduled for the end of June, as the 90-day period ends on June 21, 2004. Commissioner Ubl asked Recording Secretary Tritle to contact Firefighter Penn to see what date would work for him. Chairman Beasley stated that he thought the test should be scheduled as close as possible to the June 21^st date. He asked Recording Secretary Tritle to make the necessary arrangements with I/O Solutions and to notify Firefighter Penn of the test date. He also reiterated that we need to make sure that the testing conditions are as close as possible to those in 2002; therefore, he still prefers that I/O Solutions come here to administer the test rather than have Firefighter Penn go in to their office.

•  
• Letter from Ken Mundy announcing his candidacy for the Mayor of Sycamore

• Letter from the Sycamore Fire Department announcing the Retirement Party for Paid-on-Call Firefighter Les Johnson

Chairman Beasley read a notice announcing that a retirement party would be held for Les Johnson on May 27, 2004 to honor him for 41 years of service to the Department as a Paid-on-Call Firefighter.

• Letter from Resource Management concerning the Firefighters’ Promotion Act and the testing services that they provide

Chairman Beasley said that the Sycamore Fire and Police Commission’s Annual Report would be presented to the City Council at their May 17, 2004 meeting. He asked if the Commissioners had any additions or deletions to make to the Report. Commissioner Ubl said that the results of the election of officers that occurred at this meeting would need to be added to the Report. Chairman Beasley noted that the addition would be made. He asked if copies of the Report could be made so that it could be distributed to the Council Members at their meeting. Recording Secretary Tritle said she would make the copies. Chairman Beasley asked if the Report could be distributed to the Council prior to their meeting. Recording Secretary Tritle said that she would ask the City Clerk if it could be distributed along with the other information that is given to the Council prior to their meeting. Chairman Beasley said that would he would attend the meeting to answer any questions that the Council members may have about the Report. The Commissioners all agreed that Recording Secretary Tritle could sign their names on the Report for them.

A motion to approve the Sycamore Fire and Police Commission’s Annual Report to the City Council was made by Commissioner Ubl and was seconded by Commissioner Dailey.

Ayes: 3

Nays: 0

Abstain: 0

• Status on the Hiring of Three New Firefighters

Chairman Beasley reported that James Ward began his employment with the Department today. Chief Riddle said that Firefighter Ward was starting at the Fire Academy in Arlington Heights this morning. Chairman Beasley inquired as to the status of the other two candidates. Chief Riddle said that Scott Flatter and Wendi Sleezer were currently being processed. Recording Secretary Tritle reported that both candidates had completed their background checks and psychological examinations. She would work on getting their medical examinations scheduled this week. Chairman Beasley asked when these two candidates would attend training at the Fire Academy. Chief Riddle explained that they would be rotated into the training program once they are hired. Commissioner Dailey asked about the anticipated hire date for the remaining two candidates. Chief Riddle said they he was hoping they would be ready to start on June 1^st, pending the final interview by the Commission. Chairman Beasley asked if this would exhaust the current hiring list. Chief Riddle verified that the current list expires in August 2004. Chairman Beasley verified that the new requirements of FFII and Paramedic certification would begin with the list to be established in August.

• Review of Prior Closed Session Minutes

Chairman Beasley thought that this should be done in closed session. Commissioner Ubl agreed.

• Testing Schedule to Establish a New Eligibility List for Entry-level Firefighters

Chairman Beasley asked if the Commission should wait until August to begin the testing process, as that is when the current list expires. Chief Riddle said that he would like the process to begin as soon possible, so that the new list is ready when the old list expires. Commissioner Ubl suggested that the process begin in June. He suggested that the Commissioners advertise for applications for two to three weeks, and asked Chief Riddle if he had any suggestions on which publications to use. Chief Riddle said that they used several Internet sites last time, and that worked very well. He said that last time his Department pursued candidates aggressively, through mailings, job fairs at community colleges, and the State Fire Marshall’s list serve. Commissioner Ubl said that this type of recruitment would be even more important this time, since the requirements had been changed to FFII and Paramedic certification. Recording Secretary Tritle asked if the ad would also be placed in the Daily Chronicle, as it had been in the past. Chief Riddle verified that it would, as it is required by law that it be published in the local newspapers. Commissioner Ubl asked if the Firefighters union had some sort of publication in which the testing announcement could also be placed. Chief Riddle answered that they have a state publication. Chairman Beasley thought it would be a good idea for it to appear in that publication, as it would be a good way to network. Commissioner Dailey asked if the new list needs to be completed before August 12^th, when the old list expires. Chief Riddle said that, while it is not required that the new list be ready by that time, he would like to set that date as a goal, so that he will not need to hire any more candidates who do not hold their Paramedic certification. Commissioner Ubl suggested that the testing announcement be run for three weeks. Once the applications are in, the Commissioners could take a week to review them and then be ready to administer the written exam in mid-July. He thought this schedule would be on track for establishing a new list by August 12^th. Recording Secretary Tritle asked when orientation would be held. Chief Riddle said that, for the last testing process, orientation was held one or two weeks prior to the written exam. Recording Secretary Tritle explained that, when the Police Department went through the testing process last fall, they held orientation on the same morning as the written exam in order to accommodate the out-of-town candidates. Chairman Beasley thought it would be a good idea to do this again, as the candidates did seem to appreciate the accommodation. Commissioner Ubl agreed.

Recording Secretary asked if there would be an application fee this time, as candidates were charged $25 the last time the testing process was done. Chief Riddle said that he thought it is a good idea, as it eliminates no-shows. Commissioner Ubl said that they did not charge an application fee when they did the Police testing this past fall, and they had a good turn out the day of the written exam. He said that he did not like the idea of someone having to pay $25 to apply for a job and would just a soon waive it. Commissioner Dailey asked if it is common practice to charge the fee. Chief Riddle says that it varies; in Departments when there are a large number of applicants it helps to determine those who are serious about taking the exam. Commissioner Ubl said he feels that a lot of candidates will be eliminated this time due to the new eligibility requirements. Chief Riddle said that this will be important to watch, but these are the current prerequisites for 40-50% of the Departments in Northern Illinois. He added that he does not feel it unfair to require that a candidate have the training before he/she is eligible for the position.

Recording Secretary Tritle asked Chief Riddle if he was going to conduct a study session for candidates, like he did during the last testing process. Chief Riddle said that he thought it would be a good idea to do this again, as it helps him to clarify for the candidates what is expected of them if they are hired and also provides testing-taking tips. Commissioner Ubl asked if this was a requirement. Chief Riddle answered that it was not, that it was optional for the candidates to attend. Commissioner Ubl wondered if this was something that could be put into writing and passed out at orientation. Chief Riddle answered that, since orientation would be held on the same morning of the test, this is probably not necessary this time. Commissioner Ubl said that, at the Police candidate’s orientation, he thought it was helpful that a new officer and an experienced officer spoke to the group. Chief Riddle suggested that some written study tips could be put together to send the candidates once all of the applications have been turned in. Recording Secretary Tritle said that an actual study guide was given to candidates during the last testing process. She asked if Chief Riddle wanted to order these again. He said that he would not use the study guide this time.

Commissioner Ubl wondered if there is some type of physical agility test the candidates would take. Chief Riddle said that this is something that the Commissioners need to look at, as no physical agility test is currently required and he would like to see one put into place. He feels that those candidates who pass the written exam should undergo a physical agility test before they are allowed to proceed on to taking the oral exam. Commissioner Ubl wondered why there is no requirement for the exam. Chief Riddle explained it has been held that the physical agility test for entry-level candidates is not valid without the requirement that actively working Firefighters also be required to take the exam. He said that he has been working on trying to get the active work group to buy into the agility test. Commissioner Dailey wondered if this was common in other Fire Departments as well. Chief Riddle answered that the Sycamore Fire Department is in the minority on this issue. He said that, years ago a physical agility test was administered (from approximately the early seventies through the early nineties), but was discontinued. Commissioner Ubl said that he thought the Firefighters had to undergo some sort of physical agility test, much like the Police Officers do at their Academy. Chief Riddle said that he would try to talk to the Union about this matter before the Commissioners next meeting on August 9th. Chief Riddle said, again, that he would like to see the passing of a physical agility test become a prerequisite to a candidate taking the physical and psychological exams. Commissioner Ubl said that he feels that a candidate should at least show that they can pass a lifting test, as firefighters are required to lift and carry a lot of weight in their jobs.

Recording Secretary Tritle asked if the Commissioners were planning on conducting the oral examination themselves, instead of having I/O Solutions do it. Commissioner Ubl said that he is in favor of the Commissioners doing the orals, much like they did with the Police Officer candidate testing this past fall. They could put together a panel of interviewers consisting of the Commissioners, a Fire Officer and a union member. Chairman Beasley agreed, saying that he thinks it is important to have input from the current Department members.

Recording Secretary Tritle said that she would put an ad together for the Commissioners and Chief Riddle to look at before she sends it out for publication. Chief Riddle suggested that, if we are looking at a date in mid-July for the written examination to occur, then the cut-off date for accepting applications should probably be June 30^th. Recording Secretary Tritle said that if the ad runs in May, she could even set up a testing date for the end of June. The oral exams could then take place in July, and the new list would be ready by the time the old one expires. Commissioner Ubl said that, even if we do not make the goal of having a new list ready by August 12^th, on the proposed schedule, we could have a new list in place by the end of August. He said that a lot will depend on when we can get all of the Commissioners and two department members together to do the oral interviews. Chief Riddle said that would be fine.

• Fire Chief

No report.

No report, as Chief Thomas was not present at the meeting.

CLOSED SESSION

A motion to go into closed session to discuss personnel issues and the release of closed session minutes was made by Commissioner Dailey and seconded by Commissioner Ubl.

Ayes: 3

Nays: 0

Abstain: 0

Closed Session began at 11:30 a.m.

Motion

A motion to return to open session was made by Commissioner Dailey and was seconded by Commissioner Ubl.

Ayes: 3

Nays: 0

Abstain: 0

Open session reconvened at 11:48 a.m.

In their closed session, the Commissioners reviewed the minutes from the closed sessions from the following meetings: May 9, 2002, June 17, 2002, August 6, 2002, October 21, 2002, November 26, 2002, March 4, 2003, March 20, 2003, April 22, 2003, May 13, 2003, September 10, 2003, January 26, 2004, February 26, 2004, and March 23, 2004.

A motion to release the minutes from the September 10, 2003 meeting and keep all the others dates closed as they contain personnel matters was made by Commissioner Dailey and seconded by Commissioner Ubl.

Ayes: 3

Nays: 0

Abstain: 0

Ayes: 3

Nays: 0

Abstain: 0

The meeting was adjourned at 11:50