OLD SAYBROOK POLICE COMMISSION
Special Meeting
November 30, 2009
MINUTES
A special meeting of the Old Saybrook Police Commission was held on Monday, November 30, 2009 at the Old Saybrook Town Hall. PRESENT: Chairman Burnham, Vice Chairman Conklin, Secretary Winkler Commissioners Gallicchio, Sparaco, Metsack and Zemienieski. Chief Spera was also present. First Selectman Pace also joined the meeting.
I. Call to Order
Chairman Burnham called the meeting to order at 7:00 p.m.
II. Minutes
A. September 28, 2009 Regular Meeting
Chairman Burnham asked for discussion or approval of the Minutes of the September 28, 2009 Regular Meeting. Motion made by Vice Chairman Conklin and seconded by Commissioner Winkler to approve the Minutes of the September 28, 2009 Regular Meeting as submitted. Motion carried with all Commissioners in favor.
III. Comments from the Public
Public was present, however there were no comments.
IV. Election of Officers
Chairman Burnham reported that the Commission’s By-Laws required the election of Police
Commission Officers. She requested that nominations be made for the positions of Chairman,
Vice-Chairman and Secretary.
A. Chairman – Commissioner Gallicchio nominated Commissioner Burnham to remain as Chairman of the Police Commission. Commissioner Sparaco seconded the nomination. All votes were in favor, no abstentions. Commissioner Metsack was not present at this time.
B. Vice Chairman – Commissioner Winkler nominated Commissioner Conklin to remain as Vice Chairman of the Police Commission. Commissioner Gallicchio seconded the nomination. All votes were in favor, no abstentions. Commissioner Metsack was not present at this time.
C. Secretary – Commissioner Gallicchio nominated Commissioner Winkler to remain as Secretary of the Police Commission. Commissioner Conklin seconded the nomination. All votes were in favor, no abstentions. Commissioner Metsack was not present at this time.
V. 2010 Regular Meeting Schedule
Chairman Burnham asked for comments or approval of the list of proposed meeting dates for 2010. After a short discussion, a motion was made by Vice Chairman Conklin to accept the proposed 2010 Regular Meeting Schedule adding that each regular meeting would begin at 7:30 PM. The motion was seconded by Commissioner Winkler. All in favor. Commissioner Metsack was not present at this time.
VI. Executive Reports
Chief Spera referred to the operating budget summary in commissioners’ packets, noting that the department is fiscally sound. Commissioner Zemienieski and Gallicchio inquired about gasoline consumption and payment. The Chief explained that detailed consumption records are maintained and reviewed during budget preparation with the Commission and that fuel was purchased for the entire year on July 1, 2009.
Chief Spera reported a balance of $15,546.10 in the Asset Forfeiture Account.
Chief Spera reported a balance of $46,104.84 in the Capital Sinking Fund.
- 2010-2011 Budget/Board of Finance Liaison
Chief Spera announced that Grant Westerson will be serving as our Board of Finance Liaison and looks forward to working with him in the future. He also indicated that he hopes to have budget proposals to Commission Members to review by the end of the year and asked the Chairman to consider calling a special meeting of the Commission to review, adjust if necessary, and approve the 2010 – 2011 operating and capital budget request.
- Chief of Police Transition
- Change of Command Ceremony
Sergeant van der Horst, Sergeant Roche and Patrolman Perrotti gave a report to the Commission on the Change of Command Ceremony that was held on October 21, 2009. During the presentation the three emphasized their and the department’s appreciation to the Board of Education and the high school staff for all their support and donated time as the ceremony would not have been the success it was without their support and the hard work of the custodians, cafeteria workers, and administrators. They would also like to thank the Fire Department and local Police Departments who donated time and resources during the ceremony. Patrolman Perrotti, President of COPS Local 106, told the Commission that the ceremony was strongly supported by the police union. The ceremony was made possible by donations from
the police union and local businesses and residents. Citizens are still sharing positive feedback when they interact with the officers and continue to send cards and letters wishing the department well and citing support for the transition and future endeavors.
- Recommendation of Organizational Enhancement
- Discussion and Action on proposed organizational structure
Chief Spera introduced his proposal for a department organizational structure enhancement by citing that the goal of his plan is to enhance patrol services to the Town, increase officer safety, eliminate costly administrative positions, establish proper supervision of each main department division, set a plan that would be in place for at least five years, and increase operational efficiency while reducing costs. The Chief then explained his proposal in great detail with the Commission. During his presentation Commissioners asked many questions. These included the size of the Department’s Patrol Force, the need for a Master Sergeant Position, and the impact the organizational structure enhancement would have in future fiscal years. The Chief reported that even with the
creation of an additional Patrolman Position as outlined in his request, the authorized force level would only be twenty three (23) sworn full time police officers, still one less than when the Town chose to lay police officers off in 2001. The Chief outlined the duties of a Master Sergeant, reviewed the proposed job description and salary structure with the Commission and noted how the position is Patrol Based yet would still assist him with day time administrative tasks. When asked, he stated that the Lieutenant position would continue to serve as the non bargaining unit administrator during the evening hours. The Chief explained that he feels that the department and Town are best served by having both non bargaining unit administrators work opposite schedules which essentially doubles the administrative coverage of the agency and accessibility to members of the public. He stated that if he were to ever take a vacation, the Lieutenant and Master
Sergeant Schedules would be reversed allowing the Lieutenant to manage the department during the day. The Chief explained that future budget impacts would be minimal, reminding the Commission that pay raises for the next fiscal year for both the ASFME and COPS unions have not yet been agreed to let alone discussed. The Chief also pointed out that the Department’s budget, similar to the Board of Education, is mainly comprised of personnel costs due to the nature of the agency and service delivery required. When asked, the Chief stated that he is not in favor of police officer layoffs as any reduction in force comprises the safety of police officers and the public as well as reduces services. He added that as the economy weakens and the amount of people that have financial difficulties rise there is a distinct increase in law enforcement services demanded by the public. He added that his plan allows for these demands to be met, at a savings to the
taxpayer. The Chief concluded his presentation by thanking each commissioner for meeting with him individually to discuss his plan, as well as mentioning that he met with COPS Union President David Perrotti and Vice President William Bergantino about organizational enhancement. Both stated that they thought the plan was positive and had no objections to the manner and processes that the Master Sergeant and Patrol Sergeant promotions would be conducted and special assignment positions would be settled and filled. If approved, the Chief stated that he would inform staff of the organizational structure enhancement as well as announce the promotional processes for the positions of Master Sergeant and Patrol Sergeant at a meeting with the department personnel tomorrow. Chief Spera would like to start accepting letters of intent December 15th with interviews December 18th and Commission interviews December
21st. Motion made by Vice Chairman Conklin and seconded by Commissioner Winkler to accept the Organizational Enhancement by eliminating the Deputy Chief position and One vacant Lieutenant position while adding a Master Sergeant position with the proposed job description and salary structure, one additional Patrol Sergeant, one additional Patrolman and adding special assignments of Youth Services Sergeant, Detective and Youth Services Detective. All votes in favor, no abstentions.
- Retirement of Lieutenant Stuart as of December 1, 2009
Motion made by Vice Chairman Conklin and seconded by Commissioner Gallicchio to send a letter thanking Lieutenant Stuart for his 25 years of dedicated service. All voted in favor, no abstentions.
- Sick Leave of Sergeant Rankin
Chief Spera reported that Sergeant Rankin is doing well and they are waiting for a doctors ruling on his return to work.
- Sick Leave of Donna Ladner
Chief Spera reported that Donna has been out of work for an extended period of time due to non-work related surgery that did not go well. She will be returning to work on December 1, 2009.
- New Weapon Purchase/Implementation Plan
- Temporary Suspension of Department Regulation 31:03
The Chief explained that with the purchase of the new weapons and corresponding training occurring in the near future, that it would not be fiscally prudent to pay overtime and purchase ammunition that cannot be used in the new weapons to conduct end of the year firearms training as required by Department Regulations. Motion made by Vice Chairman Conkin and seconded by Commissioner Gallicchio to suspend Department Regulation 31:03 for the remainder of 2009 only. All voted in favor, no abstentions.
- Review/Revise Department Firearms Policy Procedure
The Chief reported that with the purchase of the new weapons he has reviewed the Departments Firearms Policy and request that changes be made. Specifically removing the type of weapon and model number that police officers carry, placing authority with the Chief of Police to make such operational decisions, and removing language regarding the detailed operation of the weapon which will not be valid with the new weapons soon to be purchased. Motion made by Vice Chairman Conklin and seconded by Commissioner Zemienieski to make the recommended revisions to the Department Firearms Policy/Procedure to accommodate the new department firearm. All voted in favor, no abstentions.
VII. Field Operations – Reports
- Professional Development Activities
Chief Spera reported that Patrolman Ziolkovski’s training is going very well and he is set to graduate on December 17, 2009. He will get the graduation information to the commissioners as soon as he has it so they can attend if they wish.
- Patrolman Trainee Status – Chief Spera reports that the recruits are doing very well in the academy and will advise the commission of the graduation date so they can attend.
- Uniform Committee Progress Report
Sergeant Roche reported that the new uniforms are in and they are working on a few small issues with the new uniform company. Class B uniforms have been paid for through generous donations and have not cost the tax payers any money. The Class C uniforms were paid for by the Police Union and did not cost the tax payers any money. The committee is still working on a proposal for the Class A uniforms and will need to look into funding. They have had very positive feedback from the public on the new uniform.
- Department Operations/Programs
- Awards and Commendation –
Chief Spera explained the need for a revised department awards and commendation program. He stated that he and Sergeant Roche have worked on a proposal that would streamline awards and commendations, be in line with other departments, as well as match the awards program in place at the Old Saybrook Fire Department. He added that police officers did not take their positions to win awards, but that there are times when they should be recognized for outstanding achievement and/or actions in the line of duty. The Chief also stated that many of our officers have received awards from other state agencies and but have yet to be formally acknowledged by our department. He encouraged the Commission implement new regulations for awards and commendations as presented. After some discussion and the
recommendation that an award committee be established and Commissioner Gallicchio was appointed to the committee a motion was made by Vice Chairman Conklin and seconded by Commissioner Sparaco to approve the new Award and Commendation Regulation as presented by Chief Spera. All voted in favor, no abstentions.
Program Enhancements –
The Chief spoke to the Police Commission about the First Selectman’s intent to reorganize Youth and Family Services. The reorganization is caused by the retirement of the Youth and Family Services Director and the Social Services Coordinator. The First Selectman asked the Chief which programs or services the department could assist with administrating to save the Town administrative costs. The Chief offered to administrate the Juvenile Diversion Board and added that its proper place should be with the Department of Police Services. He also offered to administrate the after school programs currently offered. Under this plan existing staff would continue to perform their duties, yet report to supervisors within the police department. The Chief added that these
programs would very quickly be enhanced as safety measures such as background checks for all adults that would interact with our youth would be performed and that a first aid / CPR certified person would be present at each programming site. Finally he also offered to assist the very valuable and proactive Healthy Youth, Healthy Community group as they are autonomous yet need a municipal agency to point to for administrative matters. He stated that under this proposal, the First Selectman would hire a new director of Youth and Family Services who would focus on counseling and social services duties. This move would save the Town approximately $ 100,000.00. After some discussion a motion was made by Vice Chairman Conklin and seconded by Commissioner Gallicchio to support the police department assisting Youth and Family. All voted in favor, no abstentions.
- Great Hammock Beach Association Traffic Study
Chief Spera acting as the local traffic authority authorized the installation of 15MPH and Slow Children at Play signs on association roads. The association has offered to pay for half of the signs and posts to assist with the expense. Motion made by Vice Chairman Conklin and seconded by Commissioner Sparaco to approve the installation on 15MPH and Slow Children at Play signs on the Great Hammock Beach Association roads. All voted in favor, no abstentions.
- Mikes Deli – Site Plan Review for Zoning Commissioners –
The Chief spoke about the application that the Land Use Department has received for Mike’s Deli. The Deli is planning on expanding and creating a restaurant area. The impact on traffic is minimal however the Chief is going to request that the owners purchase an AED to be hung and available for public use in their restraint. The Commission encouraged the Chief to continue to work with the Land Use Departments.
- August 20 – November 24, 2009
This Chief pointed out the extensive activity report presented to the police commission. He stated that the level of activity proves the fact the agency has never been busier, that the demand for services is at an all time high, and that officers continue to be proactive, because they choose to, which allows the Town to maintain a quality of life that they expect and are used to. The Chief commended all department members for their commitment to the community.
VIII. Support Operations – Reports
- Emergency Communications Division
The Chief reported that the Town is close to getting “beneficial use” of the system. Formal coverage testing and system signoff will not incur until the Spring which is the optimal time for the Town to have the system tested.
- Dispatcher Hiring Process
The Chief reported that the Department is currently in the process of hiring a new dispatcher. He added that over eighty persons took the written test.
- Creation of Office Manager Position
The Chief reported to the Commission that he will be working with Town Labor counsel to create a job description for the position of Officer Manager that replaces the former position of Executive Assistant. He added that the position will fall within the ASFME Union.
Chief Spera reported that Chief Mosca’s old office will be the new records office. Chief Spera passed around a picture of the new window that Sergeant Roche installed in the new records office making it possible people to speak directly to the records division without interrupting the communications technicians. The window was donated to the department.
IX. Correspondence
Correspondence received since the last regular meeting was circulated for the commissioners to review.
X. Comments from the Public
A member of the public raised her concerns over the police department involvement in the Youth and Family Services programs. She voiced her concern that she is unsure how we have the time to absorb these additional programs and feels that Youth and Family has been dismantled.
XI. Executive Session
- Discussion of Pending Legal Matters - Motion was made by Vice Chairman Conklin and seconded by Commissioner Metsack to move to Executive Session to discuss pending legal matters and to invite Chief Spera into the Executive Session. Motion carried by unanimous vote.
Meeting moved to Executive Session at 9:57 p.m.
Meeting returned to regular session at 10:15 p.m.
XII. Comments and/or Concerns from Commissioners
Vice Chairman Conklin mentioned a need to create a list of commission goals for the coming year as well as establishing goals for the Chief that would assist with his performance evaluation.
Commissioner Gallicchio asked if there were plans for another citizen police academy in the near future, Chief Spera advised it is possible we have one in February or March.
Commissioner Gallicchio gave Chief Spera a contact name to get information on buying supplies in bulk through a nationwide consortium or reverse auction.
Commissioner Sparaco asked to see a copy of the Chief’s new Statement of Benefits. Chairman Burnham stated that she would get all commissioners a copy as well as begin to formulate an evaluation instrument for the Chief. The Chairman added that the hard work and superior performance of the Chief to date has not gone unnoticed.
Motion made by Vice Chairman Conklin and seconded by Commissioner Gallicchio to adjourn. Motion carried by unanimous vote.
Meeting adjourned at 10:30 p.m.
Jeanmarie Harvey
Records Specialist
These Minutes are subject to approval at
the next regular Police Commission meeting.
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