The meeting was called to order at 7:30 p.m. In attendance were Chairman Gene Ege, Commissioner Robert Johnston, Commissioner George Beasley, Police Chief Don Thomas, City Manager Bill Nicklas, and Commissioner appointee Dick Ubl. Fire Chief Riddle was absent.

A motion to approve the minutes from the March 20, 2003 meeting, as presented, was made by Commissioner Beasley and seconded by Commissioner Johnston.

Ayes: 3

Nays: 0

Abstain: 0

• Introduction of Dick Ubl

Chairman Ege introduced Dick Ubl to the other members. Mr. Ubl will be appointed to the Commission, pending City Council approval, to replace outgoing Commissioner Gene Ege.

• Recognition of Commissioner Ege

City Manager Bill Nicklas thanked Chairman Ege for his service to the Fire and Police Commission. He said that Chairman Ege’s service would be remembered and appreciated for a long time. He noted that Chairman Ege, as well as the other members of the Commission, accomplished a significant amount of work during his tenure – they have done a considerable amount of hiring and have wrestled with a number of issues. They have done this all as volunteers, and have sacrificed much of their own personal time, much to the gratitude of the City, the Mayor, and the City Council.

COMMUNICATIONS

 

Chairman Ege read a letter from Police Officer Mark Paul, dated April 10, 2003, in which he tendered his immediate resignation. Chairman Ege did not think that the Commission had the authority to accept or deny the resignation, and recommended that the Commission make a motion to acknowledge it. Commissioner Johnston asked if the matter could be discussed during closed session. Chairman Ege answered that it could be.

A motion to acknowledge the resignation of Officer Mark Paul from the Sycamore Police Department was made by Commissioner Johnston and was seconded by Commissioner Beasley.

Ayes: 3

Nays: 0

Abstain: 0

Chairman Ege asked Recording Secretary Tritle to make the resignation letter an official part of Officer Paul’s records, along with the notices received from the Chief ordering an investigation into Officer Paul’s conduct, which did not have to take place due to his resignation.

Chairman Ege explained that, in going through records to compile the Annual Report to the City Council, it was discovered that, while the Commission had discussed Firefighter Penn’s leave of absence at their meeting on October 21, 2002, they had not actually voted to acknowledge his absence so that he can be reinstated to his job when he returns from military duty. For the record, he said that a motion was necessary to accomplish this.

A motion to acknowledge Firefighter Shaun Penn’s leave of absence and to reinstate him to his job upon his return from military duty was made by Commissioner Beasley and was seconded by Commissioner Johnston.

Ayes: 3

Nays: 0

Abstain: 0

Commissioner Johnston inquired as to Firefighter Penn’s current status. Chairman Ege said that he is still overseas, but hopes to be returning soon. Chief Thomas said that there are also two Police Department employees who are still on leave of absence due to military duty – Officer Ed Richter and Meter Officer Don Chambers. Commissioner Beasley asked if a motion needed to be made to acknowledge these leaves as well. Chairman Ege explained that the Commission had already acknowledged Officer Richter’s leave. They did not need to do this for Meter Officer Chambers, as his position is not one that is appointed by the Commission.

• Police Hire Update

Chairman Ege explained that the current eligibility list for entry-level Police Officer has been exhausted. There is still one position to be filled, with the possibility of a second due to the resignation of Officer Paul. Therefore, the Commission needs to start the process to establish a new list as quickly as possible. He said that the Commission has used I/O Solutions in the past to administer the written and oral examinations to the applicants. Chairman Ege explained that, one of the things the Commission has the capability of doing is to bypass a non-certified candidate in favor of a certified candidate who already has meet all of the requirements of the Police Academy. Chairman Ege said that the Commission attempted to do this with the remaining candidates on the current list; the one certified candidate on the list turned down the appointment. Chairman Ege said that, with the department’s current shortage of manpower, Chief Thomas would be encouraging the Commission to continue to look at this in order to get new officers into the department as quickly as possible. He said that it should be specified in a job application or ad that the Commission reserves the right to bypass as non-certified candidate for a certified candidate. Commissioner Johnston said that the Commission definitely needed to begin the process of establishing a new eligibility list. However, in order to address the immediate manpower shortages within the Police Department, he wondered what other alternatives existed. He recognized that a noncertified entry-level officer would not be available for duty for at least 6-8 months. Chief Thomas acknowledged that this is true. Right now the department is actually short three officers. as one is currently attending the Police Academy. He will be gone for three months and, upon his return, will work for another three months with a Field Training Officer. Therefore, it will be six months before that Officer is functional. Therefore, it could be at least 6 months before the next two entry-level officers hired could become active participants on the force if they are not certified. He said that, currently, the department would be expending a large amount of overtime, especially as they are coming into the vacation season. For that reason, a new list does need to be established as soon as possible. Chief Thomas also explained that there is a State law that can be used, if it is allowed by local ordinance and the rules and regulations of the local Commission. This law allows for lateral transfers into the department, whether through a departmental administrative process or one in which the Commission is involved. With lateral transfers, officers are recruited and, once they pass the appropriate tests, can be hired put on the streets immediately. Under the FOP Union contract, officers who are hired in this manner may be started at Step 2 of the wage schedule. Chief Thomas said that this rule was in effect in the Sycamore Police Department prior to his arrival. After he became the Chief, the Commission rescinded it because they wanted to play a larger role in how the officers were selected. Chief Thomas asked that the Commissioners consider reinstating this rule temporarily, until the Department can return to an adequate staffing level. Commissioner Johnston asked if this would require any action by the City Council. City Manager Nicklas said he did not think action by the Council would be necessary, as they affirmed the Commission’s preference approximately three months ago. He said that he agrees with Chief Thomas that an urgent situation exists, which is enough to get the issue on the table for discussion. He feels that the issue that needs to be decided is what the authority of the Commission is in this circumstance. He thought that the solution would be to devise some sort of hybrid process to be used temporarily, in which the Police Chief would have the ability to recruit certified officers and the Commission to approve or disapprove his choices. City Manager Nicklas said he feels that, through his conversations with Council members, they would be comfortable with this type of hybrid arrangement. Chief Thomas pointed out that this process was previously used to recruit three officers, and he felt that this worked out well for the department, since they gained three seasoned officers. These three skipped the Academy altogether and their field training was shortened. All three of the officers still work for the department and have become members of the community as well. Chief Thomas also said that these three officers all easily made it through their probationary period; it did not have to be extended, which nowadays happens a lot. Commissioner Johnston pointed out that this would be cost effective for the City as well, even though the recruits would be starting at Step 2 of the wage schedule, since the overtime and training expenses would be minimized. Chief Thomas said that he, along with his staff, could perform an aggressive recruiting program. They would perform background checks on a select number of these candidates. They would not administer any sort of test, but would do a type of portfolio or credential search of the candidates; they would look at their scores at the Academy as well as their scores on the certification test. They would then put together a short list of candidates for the Commissioners to interview, either alphabetically or based on some sort of ranking system predicated upon their scores. The department would agree to any decisions the Commissioners made in regard to the candidates on the list. In this way, the process would be a hybrid, in which the Commission would actually certify and hire the candidates chosen by the department. Commissioner Johnston asked Chief Thomas how quickly he thought that he and his staff could assemble a list of candidates for the Commission to interview. Chief Thomas said that they could get an ad out within 1 week, which they would run from 2 weeks to 1 month. He would prefer two weeks. He said that this could be done rather inexpensively, through the Internet and through advertising in the local newspapers. As soon as an application is receive, the department could begin the background checks – they would not have to wait for the results of any written or oral tests. They could, therefore, have a list compiled within one month. Commissioner Beasley asked if Police Officers hired by communities comparable to Sycamore have to meet the same standards as those hired by Sycamore. Chief Thomas said that the Academy training is identical, as is the State certification test, which is mandated. Beyond that, each department may do things differently. For example, Sycamore has a state-of-the-art field-training program. He said that other departments might have a field-training program that only lasts for a few weeks or months. He said that they would look at these issues very carefully. Chief Thomas also said that our background check and psychological exam would help to minimize any lack of knowledge that we would have about a candidate’s training and whether or not they will fit into our community. Chief Thomas said that the candidates would also undergo a polygraph examination. City Manager Nicklas said that, if the Commission agreed to this hybrid process, it would be for this purpose only. When it is completed and two officers have been hired, the Commissioners can review whether or not they felt that this process was appropriate and effective, as well as whether or not it should be replicated or eliminated in the future. Chairman Ege said that the process of establishing a new eligibility list should also be done at the same time, since it is time consuming. Commissioner Johnston agreed, stating that a new eligibility list needs to be established regardless of whether the hybrid method is used or not. He said that one of two things could be done. He said the Commission can take the City’s advice and look at the lateral transfer concept or they can accelerate the hiring process using a new eligibility list by hiring certified candidates who make the list before non-certified candidates. Chairman Ege said that, if the lateral transfer concept is used, the new eligibility list is a backup to that process, in the event that no acceptable certified candidates are found through the transfer process. Commissioner Beasley asked if Chairman Ege was saying that, since we have to establish a new eligibility list, we should also proceed with the lateral transfer process at the same time. Chairman Ege verified that this is what he was advising. Commissioner Johnston asked for clarification that the lateral transfer process will still involve the candidate passing a background check, polygraph exam, psychological exam, and physical exam. Chief Thomas said that these elements would be identical to the regular process.

Motion

A motion to allow Chief Thomas and his staff to proceed with a recruitment program to establish a list of certified Police Officer candidates for possible lateral entry into the Police Department in conjunction with the process of establishing an initial entry-level Police Officer eligibility list, with the ability of the Commission to bypass a non-certified candidate for one who is certified, was made by Commissioner Johnston and was seconded by Commissioner Beasley.

Commissioner Beasley said that he is concerned about the officers who are presently members of the Sycamore Police Department. He said that things continually change in peoples’ lives and this may be the reason why a certified officer would want to move to another community. He wondered what type of help is available to Police Officers or Firefighters in this regard that does not put a mark on their record. Chief Thomas explained that there are two resources available to Officers and Firefighters. The Employee Assistance Program through the Ben Gordon Center is available free of charge and is totally confidential. The City pays for three sessions for the employee or family members. Each employee has received training on using this program and it has been very well received within the department. The second resource available is the Critical Incident Stress Management Team for individual incidents. This is also totally confidential; only those employees involved in a stressful incident attend the session. He said that the Team is receiving high marks on their performance. Chairman Ege explained that this Team serves six counties in northwestern Illinois. The Team is made up of Mental Health professionals and employee peers. Commissioner Beasley said that he is comfortable knowing that this help is available to both departments and that seeking out this help will not put a nasty mark on an employee’s record.

Ayes: 3

Nays: 0

Abstain: 0

Commissioner Johnston will work with Ms. Tritle on the ad for the initial list.

No new business

• Police Chief

No new business. Chief Thomas did reiterate that he was pleased that the Commission agreed to the lateral transfer procedure. He said that one could tell from the current list that the remaining applicants, after one an one-half years, were either no longer interested or had found other positions. This is one of the negatives about having a standing list. Commissioner Beasley asked why Candidate James Wig was disqualified for age. Chairman Ege explained that, at the time of application, Candidate Wig met the age qualification. When the list was posted, he was just over. Commissioner Beasley asked if there was anyway to bypass this rule. Commissioner Johnston said no, in that it would compromise the integrity of the State regulations and the rules regulating the pension plan. Chairman Ege explained that the age limit is set up to coincide with the pension laws. Officers who join the department through a lateral transfer may buy into the pension if they are over the maximum age.

• Review of the Annual Report

Chairman Ege handed out a draft of the Commission’s Annual Report to the City Council. He explained that it could not actually be approved until the next meeting of the Commission. The report is a chronological listing of the Commission’s activities for the past year. The commissioners will need to look it over and make any additions or corrections before their next meeting. Chairman Ege explained that the next meeting of the Commission, by regulations, must occur in early May. At that meeting, an election of officers must be held. The Annual Report may then be approved. Commissioner Beasley suggested that the Commissioners decide on their next meeting date. May 13^th was decided tentatively decided upon. Chairman Ege explained to Dick Ubl that the Commission has chosen to meet on an as-needed basis, rather than on a regular basis. He also mentioned the next Fire and Police Commissioners Conference in May, in case Mr. Ubl would be interested in attending. Mr. Ubl indicated he would be interested in going to the fall session, not the spring session.

• Senate Bill 1586 – Closed Session Requirements

Ms. Tritle gave the Commissioners a copy of a Legislative Bulletin from the Illinois Municipal League. The Bulletin talks about Senate Bill 1586, which addresses the requirements for closed session meetings. Under this bill, closed session meetings would be required to be audio or video recorded. There is opposition to this from many municipalities. Chairman Ege said that a letter should be sent to our State Representatives to let them know that the Sycamore Fire and Police Commissioners oppose this bill.

A motion to send a letter to State Senator Brad Burzynski to notify him that the Sycamore Fire and Police Commissioners oppose Senate Bill 1586, which concerns the audio or video recording of closed session meetings, was made by Commissioner Beasley and was seconded by Commissioner Johnston.

Ayes: 3

Nays: 0

Abstain: 0

Commissioner Johnston will work on drafting this letter.

CLOSED SESSION

A motion to go into closed session to discuss personnel issues was made by Commissioner Johnston and seconded by Commissioner Beasley.

Ayes: 3

Nays: 0

Abstain: 0

Closed Session began at 8:05 p.m.

A motion to return to open session was made by Commissioner Beasley and was seconded by Commissioner Johnston.

Vote

Ayes: 3

Nays: 0

Abstain: 0

Open session reconvened at 8:16 p.m.

A motion to adjourn the meeting was made by Commissioner Beasley and was seconded by Commissioner Johnston.

Vote

Ayes: 3

Nays: 0

Abstain: 0

The meeting adjourned at 8:17 p.m.

Minutes accepted by:

 

 

 

 

____________________________________________

Chairman Date

 

Attest:

 

 

 

____________________________________________

Jean Tritle, Recording Secretary Date