OLD SAYBROOK POLICE COMMISSION
Regular Meeting
June 25, 2012
MINUTES
A regular meeting of the Old Saybrook Police Commission was held on Monday, June 25, 2012, at the Old Saybrook Town Hall.
Present: Chairman Burnham, Vice Chairman Metsack, Commissioners Winkler and Sparaco were also present. Chairman Dunlap participated via teleconference. Chief Spera and Lieutenant Roche were also present from the Department of Police Services.
- Call to Order/Pledge of Allegiance
Chairman Burnham called the meeting to order at 7:00PM and led the Police Commission in the Pledge of Allegiance.
- April 23, 2012 Regular Meeting
Chairman Burnham asked that the minutes be changed on the third line of the third paragraph on the second page to say, “He reminded the Commission that the settlement came in two parts and although the First Selectman has set aside money for these settlements in next year’s budget, it is uncertain where the money will come from in this year’s budget to pay for the first part of the settlement.”
A motion was made by Vice Chairman Metsack to approve the April 23, 2012 Regular Meeting Minutes. The motion was seconded by Commissioner Sparaco. The motion to approve the April 23, 2012 Regular Meeting Minutes passed with a vote of 5 in favor and 0 against.
- June 12, 2012 Special Meeting
A motion was made by Commissioner Winkler to approve the June 12, 2012 Special Meeting Minutes. The motion was seconded by Vice Chairman Metsack. The motion to approve the June 12, 2012 Special Meeting Minutes passed with a vote of 5 in favor and 0 against.
Margaret Johnson of 27 Maplewood Street came to the Police Commission on behalf of the members of her residential area with regards to a traffic issue on the streets of her neighborhood. She explained to the Commission that there have been an increasing number of commercial vehicles passing through the narrow streets of the neighborhood and that the conditions have escalated to a level that has caused safety concerns for the residence of the area. She noted that over a 21 day period, she observed 41 tractor trailer trucks pass down her street and that many of the roads in her area are unable to safely accommodate vehicles of this size. Continuing with her report, the citizen said that she excluded any contracted vehicles from her count. Because of the worsening conditions she
ultimately requested the Police Commission add “No Thru Truck” signage to the roads of her neighborhood so that tractor trailers would be prevented from driving through.
Chairman Burnham informed the citizens in attendance that she appreciated the community coming to the meeting to express their concerns. She continued in saying that although the Police Commission is the traffic authority for the Town of Old Saybrook, before any action could be taken a study would be conducted by the Chief of Police and his staff so that the best possible solution to the problem can be found and executed. Chairman Burnham concluded that the Commission sympathized with the citizens’ needs and concerns and that the following meeting would include a recommendation from Chief Spera that the Police Commission could act upon.
Commissioner Dunlap asked if it was feasible for the Commission to post a “No Commercial Traffic” sign on streets in question.
Chairman Burnham replied that the specific action taken by the Commission would depend entirely on the Chief’s study and recommendation.
Vice Chairman Metsack asked that the citizens of the community remain vigilant and to record any potential problems or incidents that may occur.
Chief Spera added that proposed solution is not as simple as posting new signage because Police Personnel must also be able to enforce that signage. Chief Spera assured the citizens would thoroughly research the possibility of adding the requested signs but that he would also contact vendors in the area to try and negotiate various routes or new delivery times that would be less intrusive to the neighborhood.
A Citizen asserted that she wanted to make sure it was clear that trucks could not use their roads or back up in her driveway.
Another citizen commented that he believes trucks might be using their roads because of convenience or because of GPS devices.
Again Chief Spera stated that the proper research will be done and that some compromises will have to be made to maintain the safety and integrity of the Main Street area. Chief Spera also noted that he could not interrupt the delivery of goods to a local business. Ultimately, he concluded that something needed to be done but it would take time and research to find the best solution for everyone.
- 11-12 Operating / Contractual Budgets
Chief Spera reported despite some of the difficulties with this year’s budget such as the former First Selectman’s use of the Police Department’s legal line item, the settlement of the Police Officer contract and other costs incurred that were not budgeted for, he is optimistic that the Department will not go more than $10,000.00 over budget.
Chairman Burnham explained to the citizens in attendance that the legal line item in the Police Budget is money set aside for the Chief of Police or the Police Commission to solicit legal opinions. However, the former First Selectman errantly used this line item for his own negotiations, which led to a significant overrun in the account. Chairman Burnham added that she is pleased that the current Board of Selectman and Board of Finance have been so eager to work with the Police Commission to budget more appropriately for subsequent fiscal years and have taken ownership of their own legal expenditures.
Chief Spera also noted that $6,241.00 was also incurred by the Police Department for Unemployment Expenses despite the fact that no money was put into the Police Budget for such an expense.
Commissioner Dunlap asked if this was the first year the town had taken Unemployment Expenses out of the Police Budget.
Chief Spera responded that it was the first time he has seen this done.
Chief Spera concluded that the final budgetary obstacle was correction to the Department FICA account. In past years, the Police Department had been charged with every municipal department’s FICA expense because the Police Department already had the largest FICA account balance so for convenience they were all bundled together. This error has since been corrected and now the appropriate amount is being taken out of all Police Department accounts. Chief Spera thanked First Selectman Fortuna for swiftly acting on this problem.
Chairman Burnham also expressed her gratitude to the First Selectman for his actions.
Account Balance is $20,753.44
Account Balance is $35,260.82
Chief Spera informed the Commission that this account had recently been expended for cameras in the new police vehicles.
Account Balance is $42,104.00
Chief Spera informed the Commission that this account will be used to purchase new radar units and to staff the upcoming Summer Saybrook Stroll. This account will also be used in the future for striping the new police vehicles and adding new crosswalk signs on Main Street.
Account Balance is $46,393.75
Vice Chairman Metsack informed the Commission that the first meeting of the subcommittee in charge of this fund will take place after July 14th when Selectman Gernhardt returns from vacation.
Account Balance is $320.00
Account Balance is $4,770.27
Vice Chairman Metsack asked Chief Spera how many Explorers are currently enrolled in the program.
Chief Spera responded that there are approximately 12 Explorers currently enrolled but that a new recruitment drive is scheduled to begin in the fall. Chief Spera also noted that a new explorer who is a member of a police explorer post in New York will also be joining the our post over the summer so that he can continue his police education while his family enjoys their summer in Old Saybrook. The Chief stated that the youth will be doing a intern type rotation and will be required to make journal entries about his activities with the Department.
Vice Chairman Metsack noted that he had met one of the Old Saybrook Explorers recently and he was very impressed with the young man.
- Contract Negotiations Update –Dispatch Union
Chief Spera informed the Commission that both sides are still exchanging proposals and although there is no end currently in sight, the process is going smoothly.
Vice Chairman Metsack asked Chief Spera if this was the Dispatchers’ first contract.
Chief Spera replied that it is their first contract as a new Union. Chief Spera noted that one of the reasons he urged the Dispatchers to create their own Union was so that they could have a bargaining unit agreement that was specific to their position.
- Dispatch Union – MPP Hearing
Chief Spera informed the Commission that two complaints were leveled against the Department by the Dispatcher’s Union. The first complaint was in regards to the implementation of standards for police dispatching. After meeting with the Union, and a representative from the State Department of Labor, this complaint was withdrawn by the Union. The second complaint was in regards to a rule prohibiting any and all personal electronic devises while performing dispatching duties. Another aspect of the complaint was a feeling that the 21 standards of conduct adopted in 2001 by the Police Commission did not apply to the dispatchers. Again, after meeting with the Union this complaint was also withdrawn.
Chief Spera reported that the three new sedans have been delivered but are still waiting to be equipped. The Chief explained the major reason for the delay is that Ford’s new sedans did not exactly match the prototype vehicle the Department used to determine how to outfit the vehicles. As such, vendor companies have been forced to alter their products to fit the new specifications. Currently, one vehicle is at Whalen for demo preparation, one vehicle is at Computer Signs for striping and the third vehicle is at the Police Department being mocked up for new equipment. Chief Spera added that the two Explorers have also been ordered and should arrive within 8-12 weeks. Chief Spera also noted that once the new vehicles are outfitted and on the road, the Department will have completely flipped
their front line fleet.
A citizen asked if there is an extra cost associated with the new equipment that has to go into the police vehicles.
Chief Spera responded that there is no extra cost incurred because nothing has been purchased yet and that money is set aside in the budget to outfit the vehicles when the time comes.
Chairman Burnham also explained that the reason we allow Whelen to use a Department vehicle as a demo car is because they install the new equipment for the vehicles for free.
Chief Spera reported that Patrolman Ziolkovski will be returning at some point this week and that he should be able to resume all patrol functions immediately. Sergeant Hull remains out and there is no time table yet for his return. Patrolman Miller is due to return to service in July but will have to undergo a back to work transition program. Once she completed the program with a Field Training Officer, the Chief will evaluate her progress and determine whether or not she is capable of returning to full active duty.
Commissioner Winkler asked who is currently taking care of the police canines.
Chief Spera responded that Patrolman Ziolkovski and Miller and taking care of the dogs at their homes.
Chief Spera informed the Commission that eight officers needed various levels of recertification and to date, all recertification has been completed. Chief Spera added that in previous years this training would have cost the Department upwards of $8,000 and now it is completed in-house at a fraction of the cost.
- Business Outreach Program
Chief Spera reported that the program is going well and there is only one meeting remaining for training. Once this training is completed the volunteers will be able to start going to local businesses on behalf of the Department and implementing our various outreach programs.
- Neighborhood Watch Program
Chief Spera reported that he has recently attended and spoken at several neighborhood watch meetings and is pleased with the current level of organization and participation.
Chairman Burnham asked how many neighborhoods currently participate in the program.
Chief Spera responded that there are currently 4 neighborhoods that have a Watch program but that his goal is to eventually have every neighborhood adopt a formal program. Chief Spera continued in saying that after meeting with local Watch leaders he will determine the level of interest and hold meetings for any new groups wanting to start a program. Chief Spera also noted that last year two groups were successful in stopping crimes in progress because they knew what to look for and how to contact the police with their information.
- Legal Traffic Authority Business
- Cornfield Point – Traffic Control Review
Chief Spera recently attended a meeting in Cornfield Point with regards to traffic, signage and parking. At the conclusion of the meeting Chief Spera asked the President of the Association to put together a sub-committee to accompany the Chief through the area and the group can discuss the best way to address the community’s concerns. Upon completion of this tour, the Chief will make one conclusive recommendation to the Commission for any changes needed in the area.
Chief Spera also reported that St. Johns had recently contracted him with regards to a line of sight issue caused by people parking on Main Street and blocking the view of parishioners leaving the church. Chief Spera informed the Commission that he intends to block off a few spaces on Main Street on Sunday as a temporary solution to the problem.
Chief Spera announced that a new commercial development will be added at the corner of Route 1 and 166. Currently, plans exist to build a 50,000 square foot Kohls and a small grocery store next door. With this new commercial addition the Chief noted that this will invite more traffic into Old Saybrook and that it is his hope that the traffic plan for the town can be reopened and adjusted as necessary. The Chief also reminded the Commission and the public that although he is in support of the commercial expansion, the increased number of visitors to the town will increase the demand on services provided by the Police Department.
A citizen commented that with all the walking traffic in Old Saybrook, the Department should have additional resources for traditional policing activities. The citizen asked Chief Spera if there was any summer bike patrol or if the state was obligated in any way to help the town patrol state roads.
Chief Spera responded that there is no money in the budget for a bike patrol and that the responsibility to patrol any roads within the town is his responsibility.
- Field Operations - Reports
Chief Spera reminded the Commission that the Department remains busy as the summer season approaches. He noted that over the weekend the Department responded to two gun calls. The first call turned out to be someone with a fake gun but the second call was in response to a man who wanted to kill himself and attempted to provoke an officer into shooting him. Luckily the man was apprehended without any shots being fired and he was given the medical treatment he needed.
Vice Chairman Metsack asked Chief Spera if the Department was any closer to implementing a taser program.
Chief Spera responded that he agreed with tasers in principle and he sees them as a valuable tool for less lethal enforcement but he does not agree with where the device falls on the force continuum. He continued that by placing the use of tasers directly after verbal commands, young officers might lose some of their verbal persuasion tools and rely too much on the taser option. The Chief concluded that while he agrees that the device would be useful, it can be a costly venture to undertake and he would like to see it higher on the force continuum before moving forward with implementation.
Commissioner Dunlap asked Chief Spera if there had been any data provided from the new CAD System.
Chief Spera responded that he planned on briefing the Commission on the new CAD System momentarily.
- Implementation of Emergency Police Dispatch Protocols
Chief Spera reported that the new protocols have been implemented and although there was an initial issue with the new software, it has been overcome. Currently the staff is adjusting to the new system but it has been successful in streamlining dispatcher training and performance. Chief Spera added that the protocols will eventually tie in with the computerized dispatch system but the process is about 2 to 3 months from providing data to the Department.
Chairman Burnham asked the Chief what affect Sergeant Gardner’s migration to his new role as IT Support for the entire town will have on this implementation process.
Chief Spera responded that his transition should streamline IT endeavors in the long run because instead of him managing a variety of networks, he will only have to manage one.
- Training of New Per Diem Dispatchers
Chief Spera reported that two of the dispatchers have been fully trained and are certified to work on their own. The Chief added that two more are on the cusp of certification and the final two are still working towards certification. Chief Spera concluded that once the per diem pool has been fully certified, dispatching costs will be reduced and the full time dispatchers will be given some relief in their strenuous schedule.
Chairman Burnham asked if the per diem dispatchers would be given enough shifts to maintain adequate levels of job certification and training.
Chief Spera responded that currently 7 people are needed to run the dispatching center and there are only six full time slots, leaving one open for a per diem dispatcher each day. The per diem dispatchers will also back fill any vacancies due to vacation or sick time. Approximately, 30 shifts will be available to the per diem pool of dispatchers each month. This effort also saves the Department money because it costs less to bring in a per diem dispatcher to work overtime. The Chief also added that the filling of the full time dispatch vacancy will occur soon and will be offered to the new per diem cadre first. Chairman Burnham asked when the chief thought that he would be filling the position and he replied that he was hoping to settle to dispatcher’s contract first, but
was not sure if he could wait that long as the position is mission critical. Vice Chairman Metsack added that the Chief should fill the position as it is budgeted and important,
Chairman Burnham commented on a letter received with regards to CSO Schneider. She said it was nice members of the community appreciate him and that he embraces his role so enthusiastically.
Chief Spera added that CSO Schneider had recently worked at the Road Race and he gave every runner a high five as they passed him. He added that CSO Schneider is a valued member of the Department and that he performs important functions for the Department and has an exceptional work ethic. Chief Spera also mentioned the importance of the CSO’s as they are able to perform community functions that other officers do not have the time to perform.
- Discussion of Ad Hoc Committee to Develop an Evaluation Instrument for the Chief of Police
Commissioner Sparaco reported that he has not yet scheduled a meeting with Commissioner Finch but that he has independently reviewed the Chief’s contract and he feels that coming up with an evaluative tool should be a fairly straight forward process.
A citizen asked when the new police station would be built.
Chairman Burnham responded that the First Selectman was aware of the issue and he is currently exploring people to serve on a new building committee. The Chairman said she expects a new committee to be formed within the next few weeks.
A citizen asked if anyone had thought about purchasing the telephone company for the new Police Department.
Chairman Burnham responded that there is a property being considered but she cannot give any further detail at this time. She did, however, add that she has been impressed with the current Board of Selectmen and the priority they have given the issue.
Chief Spera added a similar sentiment saying that the Board of Selectman are aware of the current issues with the Department being so far away from the center of town and that they are working hard to find a solution. The Chief added that he is eager to be back in the center of town to cut down response times and put less wear and tear on the fleet.
A Citizen asked if the Police Department needs study was ever completed.
Chairman Burnham responded that the Chief was prepared to give the building committee the information they need about what a new Police Department would entail. She added that the one good thing that came from the previous building committee was their determination that the old building was not reusable.
A citizen commented that she felt that this was a positive meeting because not enough people are informed about the true needs and responsibilities of the Police Department.
- Comments from the Chief of Police
Chief Spera stated that he still has concerns with regards to his staffing levels. He claimed that he is still going on calls for service because there are often no other officers available to go. The Chief said that he is more than willing to have the town bring in a third party consultant to determine what the Police Department’s needs are as long as the town commits to implementing their recommendations. Chief Spera continued in saying that the Department is understaffed and as such, overtime is higher than it should be. Chief Spera concluded that his goal is to have four officers on the day shift, four on the evening shift and three on the midnight shift. Chief Spera ended in saying that this goal is not unrealistic and he is hopeful that he will soon have the CAD data
to back up his request for more officers.
Chairman Burnham expressed that she hoped the upcoming workshops will show the Commission and the Community exactly what the Department does and how it does it so that everyone can truly understand Departmental needs. This way, when budget season approaches, no one will be surprised by the requests for additional funds in certain areas.
Chief Spera commented that he had recently been asked to try and keep the presentations to 30 minutes each but that it would be difficult to do so and maintain the integrity of the presentation. He added that each presentation will take as long as it needs to take to present the information effectively and efficiently. Chief Spera added that patrol work and response to emergency calls remains the priority so it may take time to complete the presentations for the Commission.
- Comments and/or Concerns from Commissioners
Commissioner Dunlap noted that the reason he proposed that the presentations be limited to 30 minutes was to reduce the burden on the officers putting the presentations together.
Chief Spera again stressed that the presentations would take as long as they needed to take. He reminded the Commission that he planned on breaking down each section of the Department and concluding the workshop series with a presentation on manpower allocation so that the Commission can first understand what the Department does before it attempts to understand how manpower should be divided. Chief Spera also added that he believes any conversations about the workshops should be done in a public forum and not conducted over private emails. He acknowledged that he did not believe Commissioner Dunlap was trying to hide anything but that he wanted to be as transparent as possible.
Commissioner Dunlap agreed with the Chief’s views and added that sometimes when he knows he has a time constraint it helps him focus is efforts.
Chairman Burnham expressed that she agreed with both points of view and told the Chief that she understood that the information must be thorough but to try to make them as focused as possible.
Chief Spera said he would look at each presentation and make sure that each one only contained the information he felt the Commission and the public needed to know.
Commissioner Dunlap stated that he would be unable to attend the next Regular Meeting on July 23 and he asked if it was possible to move the meeting.
Chairman Burnham responded that the Commission often combines the July and August meeting and she would look into moving it to another date.
Commissioner Sparaco made a motion to adjourn. The motion was seconded by Commissioner Winkler. The motion to adjourn the meeting passed with a vote of 5 in favor and 0 against.
The next regular Police Commission meeting is scheduled for July 23, 2012 at 7:00 p.m.
in the First Floor Conference Room, Old Saybrook Town Hall.
The meeting minutes for June 25, 2012 were prepared and respectfully submitted by:
_________________________________________
Trent Gerbers
Records Clerk for the Old Saybrook Police Commission
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