The meeting was called to order at 9:07 a.m. In attendance were Chairman George Beasley, Commissioner Richard Ubl, Commissioner Samantha Dailey, Police Chief Don Thomas, Fire Chief Bill Riddle, City Attorney Keith Foster, and City Manager Bill Nicklas.

A motion to approve the minutes from the open session of the January 26, 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 January 26, 2004, meeting, as written, was made by Commissioner Ubl and seconded by Commissioner Dailey.

Ayes: 3

Nays: 0

Abstain: 0

Chairman Beasley read a letter from Chief Riddle informing the Commission of the end of the probationary period for Firefighter Reynolds on October 17, 2003. A letter was sent out to Firefighter Reynolds from the Commission on November 25, 2003 to congratulate him.

Chief Riddle also reported on Firefighter Reynolds’ recuperation since he was injured in the fire on February 9, 2004. Chief Riddle said that Firefighter Reynolds is expected to be released from the rehab facility two weeks earlier than expected. Once he is home, he will continue his physical therapy. There will be two community benefits for Firefighter Reynolds and his family to raise funds to help them defray some of the costs that they have incurred that will not be covered by workers compensation (travel costs, etc).

Chief Riddle also reported that Firefighter Brad Belanger, who received burns to his right hand in the fire, would be returning to work on March 1, 2004.

Chairman Beasley commented on how great the community response has been since the fire. He also wanted to say that he felt the Police Department did an excellent job in controlling the crowds of people who gathered to watch the fire. Commissioner Dailey stated that she also felt that both the Fire and Police Departments acted very professionally during the fire.

Commissioner Beasley reported that some tentative dates for regular meetings had been chosen: May 10, 2004, September 13, 2004, and January 17, 2005. He said that these dates are not written in stone and can be changed if necessary. Recording Secretary Tritle asked if these dates would need to be published in the newspaper. City Attorney Foster said that, since the Commission is scheduling dates for regular meetings, they should be announced. If, after that, any unscheduled meetings are held, the Commission must announce the date for those meetings 48 hours prior to the meeting. Commissioner Ubl said that the Rules and Regulations do state that the dates of the regular meetings need to be posted. He pointed out that the Regulations require four regular meetings per year; the proposed schedule only allows for three. He suggested that the Commission meet in July or August and then again in late fall. The Commissioners agreed that 9:00 a.m. on Monday morning meetings worked best for all of them. Commissioner Ubl suggested the second Monday of August and November. The schedule would then be May 10, 2004, August 9, 2004, November 8, 2004, and January 17, 2005. The Commissioners all agreed that these dates are tentative until they check their schedules.

• Amending the Rules and Regulations to give Preference Points for Education and Prior Service for Officers and Firefighters who test for the position

City Attorney Foster prepared a Resolution to make the requested changes. Preference points for education and prior service are addressed on Page 2, Chapter III, Section 7 of the Resolution in subsections (a), (b), and (c). Subsection a grants five preference points for military service or education. He explained that the Statutes defines sufficient education to be granted the preference points as an Associate’s Degree in Law Enforcement, Criminal Justice, Fire Service, or Emergency Medical Service, a Bachelor’s Degree in any subject, or a certificate showing successful completion of the minimum standards in the Basic Law Enforcement Training course. Paragraph (a) would give five preference points for either military service or education – not for both (i.e. you cannot get five points for military service and another five points for education). In addition, Firefighters are entitled to receive one-half point per year, to a maximum of five points, for service as a Paid-on-Call Certified Firefighter II, Paramedic, or any combination thereof. They would receive one point per year, to a maximum of five points, for service as a Paid-on-Call Certified Firefighter III. Commissioner Ubl stated that, at their last meeting, the Commissioners talked about educational preference points for Police candidates. He said that they concluded that these points were not as essential for them as they were for Firefighter candidates. Chief Thomas said that he had rethought his position and had changed his mind in order to keep the process in compliance with the statutes. Commissioner Ubl wanted to verify that this would exclude the Commissioners from testing and interviewing those candidates who did not have the education required to receive the preference points. Chief Thomas reiterated that anyone who is qualified could test; candidates with the necessary education or military service would receive extra points. He explained that, once the first list comes out, the candidates who have education, prior service as an officer, or military service would then petition the Commissioners for the five preference points. Chairman Beasley pointed out that the candidates had ten days in which to do this. City Attorney Foster said that it was important to note that the points earned as a Paid-on-Call Firefighter or Paramedic cannot be used to boost an applicant ahead of a Veteran. He affirmed that, once the preliminary list comes out, the candidate has ten days to request the preference points.

Commissioner Ubl asked if the half-points per year of service would cover the Paid-on-Call Firefighters who are currently enrolled in the Intern Program. Chief Riddle verified that this was correct. Chairman Beasley asked Chief Riddle to clarify what the Intern Program was for. Chief Riddle explained that it is a Paid-on-Call college program in which the Fire Department will pay the college tuition of the interns in exchange for a three-year commitment to the Department as a Paid-on-Call Firefighter. He explained that they are in the first year of this program and will be hiring three interns per year; they are getting ready to add three more in May. Commissioner Ubl asked if they presently give these one-half points to candidates on the eligibility list. Chief Riddle said, even though this was in the State statutes, he does not believe that it was previously done. Commissioner Ubl asked if the fact that the qualified candidates on the current list did not receive these points would invalidate the list. Chief Riddle verified that it would not. Chairman Beasley asked if the interns would receive some sort of recognition or priority if they went through the testing process. Chief Riddle explained that they would be entitled to the preference points, just as any other qualified candidate. He explained that these individuals would finish their internship as trained firefighters with Associate’s Degrees as Certified Paramedics and that the Department will do all that they can to assist them in the hiring process. Chairman Beasley said that, while they cannot be given any kind of priority, the Commission should be made aware of whom these individuals are. Commissioner Ubl wanted to clarify that they would have to go through the testing process just like any other candidate. Chief Riddle answered that this was the case, but they would get preference points for the time that they served as Paid-on-Call Firefighters for the Department as a part of their internship. Commissioner Ubl asked about the tuition cost to the Department for each intern. Chief Riddle answered that each intern must work 24 hours per week for the Department, which would amount to about $12,000 in wages; tuition costs $2,500. Chief Riddle said that the intern program solves two problems for the Department: since it has become very hard to find people in the community to train and serve as volunteers, the intern program helps to relieve that problem. Also, they had the problem of Paid-on-Call firefighters getting their training through the Sycamore Fire Department and using it as leverage for getting a full-time Firefighter position in other municipalities. The internship program now allows the Department to benefit as much as the candidates do and gives the City young, trained individuals to fill the void left by the dwindling number of community volunteers. Commissioner Ubl said that, technically, the City is still paying for the training of these individuals, who will probably eventually be employed by other departments, as there are not that many positions open within the Sycamore Fire Department to be able to hire them all. Chief Riddle agreed, but reiterated that they will serve the Sycamore Fire Department for at least three years before they move on. City Manager Nicklas said that over the next three years the City is looking to expand the number of Firefighters in the department, which will increase the hiring opportunities for these interns. Three new Firefighter positions will be added on May 1, 2004. Commissioner Dailey said that she knows of a High School student who is involved in some type of Firefighter program. Chief Riddle explained that this is a program that the Department is participating in through the Kishwaukee Education Consortium. Currently there are 17 high school students enrolled and our Firefighters are teaching the course. Chief Riddle said that these students will receive college credit for their participation and they will receive preference if they apply for the internship program. Chairman Beasley asked Chief Thomas if his Department was participating in the same type of program. Chief Thomas answered that they also have high school students enrolled in a similar program in which they receive college credits for participation, though he said the Police Department does not have an internship program, as does the Fire Department.

Chairman Beasley asked for any further discussion. Commissioner Dailey wondered if, in terms of the preference points, there is a lifetime or yearly maximum or if the points accumulate over a candidate’s career. Chief Thomas explained that, when candidates apply for the job, they are allowed to affix up to five preference points. If they do get the job, they may apply the five preference points again in the case of promotional testing, and this then lasts for the life of their career.

Ayes: 3

Nays: 0

Abstain: 0

Chairman Beasley asked if this changes needed to be submitted to the City Council for their approval, or if they can automatically become a part of the Rules and Regulations. City Attorney Foster said that they immediately become a part of the Rules and Regulations. Recording Secretary Tritle asked if they needed to be published first. City Attorney Foster said that they are published after they are passed and that they do not become effective until 10 days after publication. City Manager Nicklas asked if the Sycamore Fire and Police Commission Rules and Regulations could be retyped to include all of the changes made to them. City Attorney Foster said that his office would take care of doing this and Recording Secretary Tritle will make sure that all members receive an updated copy.

• Amending the Rules and Regulations to change the Minimum Requirements for New Hires to the Fire Department

City Attorney Foster explained that this change was made in Chapter II on page 1, Section 7 of the Resolution. The Resolution changes the qualifications for applicants applying for the position of Firefighter to certification as an EMT-P (Paramedic) and as a Firefighter II. He further explained that this change was also discussed and passed by the City Council members. Commissioner Ubl verified that Chief Riddle was also recommending that this change in qualifications be made. City Attorney Foster verified that it was.

Ayes: 3

Nays: 0

Abstain: 0

Chairman Beasley verified that this change does not pertain to the existing list, which expires in August 2004 and will not apply until the next time a list is established. City Attorney Foster verified that this was correct.

• Amending the Rules and Regulations to conform to the Firefighters Promotion Act

City Attorney Foster explained that this change was made in Chapter IV, Section 3, found on page 3 of the Resolution. He explained that an addition was made to the existing Regulations that establishes, with respect to the Fire Department, the person with the highest ranking on the promotional Eligibility List will receive the promotion unless there is a reason as otherwise provided by the Firefighters Promotion Act. This is a change, as the Regulations previously stated that any one of the top three candidates on the list could be chosen for the promotion – it did not need to be the top candidate. Commissioner Ubl asked if this change came from the same set of new rules that states a Study Guide must be provided for the candidates. City Attorney Foster confirmed that it was. City Attorney Foster further explained that if the highest-ranking candidate on the list is passed over for promotion, there must be a written statement of the reasons explaining why this was done. He said that this could be also subject to a grievance, based upon the reasons outlined in the written statement. City Attorney Foster said that changing the Sycamore Rules and Regulations is just a formality, as the Commissioners are bound by the Act regardless of whether or not they change the local Rules and Regulations. Commissioner Ubl pointed out a typographical error in Section 3, page 3 of the Resolution. City Attorney Foster said that he would correct the document before the Commissioners sign it.

Ayes: 3

Nays: 0

Abstain: 0

City Attorney Foster also asked that the Commissioners note that a year ago there was an amendment passed that would have allowed Firefighters who possessed Paramedic and Firefighter II to be added to the eligibility list without them having to go through the testing process – i.e. a lateral transfer. City Attorney Foster explained that, after conferring with Chief Riddle he eliminated this from Section 12 of the Sycamore Fire and Police Commission Rules and Regulations. Otherwise, since the Commissioners are now requiring that all applicants have these certifications, no one would ever have to take the test. Chairman Beasley asked if this change required a Motion from the Commissioners. City Attorney Foster confirmed that it did.

Ayes: 3

Nays: 0

Abstain: 0

City Manager Nicklas wished to inform the Commissioners that, in three weeks, he would be asking the City Council for direction on the City Budget. Once he receives their direction, he will inform the Commissioners as to whether or not Council approved the hiring of three new Firefighters from the current eligibility list during FY05. If the current list becomes exhausted, the Commissioners may need to establish a new list sooner than they expected. Commissioner Ubl asked if there was any specific timeframe on hiring the three new Firefighters. City Manager Nicklas said that there was not. However, since the current list does not requirements to have the new qualifications passed by the Commissioners, the Firefighters who are hired may require training. He further explained that the FY05 budget will be approved in mid-April and that he is currently in negotiations with the Firefighters to change the current staffing structure in the Department. Effective May 1, they hope to have four Firefighters and one officer on each shift. If the new Firefighters are not on board by that time, there will be overtime issues. Chief Riddle stated that the Commissioners might need to begin the testing process sooner than they expected so that a new list is ready to be put into place the minute the old list expires. Commissioner Dailey wondered if the Firefighters were currently experiencing burnout from working overtime to cover the shifts of the three firefighters who are currently on disability leave. Commissioner Ubl asked Chief Riddle when he though the Commissioners should begin to think about initiating the testing process. Chief Riddle said that it should begin as soon as Council approval of the budget is received. City Manager Nicklas agreed.

No new business

• Police Chief

CLOSED SESSION

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

Ayes: 3

Nays: 0

Abstain: 0

Closed Session began at 9:41 a.m.

Motion

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

Ayes: 3

Nays: 0

Abstain: 0

Open session reconvened at 10:05 a.m.

Ayes: 3

Nays: 0

Abstain: 0

The meeting was adjourned at 10:06 a.m:

Minutes accepted by:

____________________________________________

George Beasley, Chairman Date

Attest:

____________________________________________

Jean Tritle, Recording Secretary Date