05/15/13 Board of Public Safety Meeting Minutes

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REGULAR MEETING MAY 15, 2013 42 DISCUSSION ON PERSONNEL ISSUE REPORTING Ms. Beachkofsky stated this discussion is regarding the issue of when Public Safety personnel should report personnel issues to Human Resources directly. At issue, she noted, is when they are dealing with personal health information that must be reported to multiple layers of supervisors, that they want kept confidential. Eventually, Ms. Beachkofsky stated, the information comes to her via the Chief. The question is should it be reported to Human Resources directly. Ms. Beachkofsky stated her recommendation is that these kinds of issues be dealt with internally if they can work it out. If not, and they feel they need a mediator, she would recommend they go to Human Resources and keep a written record. Ms. Beachkofsky noted she recently underwent FMLA training specific to Police and she will share what she learned through internal training. She noted if there is a privacy issue regarding the health of the individual, they can go directly to Human Resources; they don't need to go through multiple layers of supervision. Mr. Collins questioned if personal issues come up, could they go directly to their top Chief, rather than the chain of command. Ms. Beachkofsky stated that technically, they don't have to; they can go directly to Human Resources and the Chief will receive a letter informing him the employee will be out on a certain date. The burden is still on the employee to go to HR and to let the City know their approved medical return date. She noted the Board is still authorized to approve leave of absence, but if someone qualifies for FMLA, they can go directly to Human Resources. Ms. Beachkofsky noted one question is if Human Resources is not knowledgeable about Public Safety, would they and the Board be comfortable with them coming to the Board of Public Safety for a final decision. DISCUSSION ON SETTING DISCOVERY AND PRODUCTION DEADLINES The Board discussed the need to set a policy for time limits on the request for and production of discovery. Mr. Cottrell suggested ten (10) days to request discovery from the setting of the Hearing date, and ten (10) days to produce from that date. He noted that would still be in the thirty (3 0) day time limit for holding a hearing from the time of a request for a hearing. Ms. Beachkofsky stated she spoke to Legal Counsel Joe Simeri and he is willing to hold a pre -trial hearing at which he can set the dates for the request and production of discovery. She noted the Board would just need to grant him the power to hold the pre -trial hearings and set the dates. Ms. Beachkofsky questioned whether the Board would want to set Iimits on opening and closing statements also. The Board agreed that a five (5) minute limit would be a good start and if it's found that there is a need to extend the limit that can be looked at later. POLICE DEPARTMENT APPROVE PROMOTIONS TO PATROLMAN 1sT CLASS — MARANDA BAKER, - JOSEPH COLE, - ANTHONY DERTZ, - ERNESTO RAMIREZ, - DAVID TROUT In a letter to the Board, Police Chief Ronald Teachman recommended that Patrolmen 2"d Class Maranda Baker, Joseph Cole, Anthony Dertz, Ernesto Ramirez, and David Trout be promoted to the rank of Patrolman 1St Class, effective June 2, 2013. Therefore, upon a motion made by Mr. Miller, seconded by Mr. Collins and carried, the Chief's recommended promotions were approved effective June 2, 2013. ACCEPT AND APPROVE RETIREMENT — BRIAN YOUNG President Cottrell advised that Chief Ronald Teachman has submitted to the Board the Application and Declaration for Retirement for Captain Brian Young effective May 10, 2013. Chief Teachman noted that Captain Young is retiring in good standing after twenty (20) years, five (5) months, and seventeen (17) days. Upon a motion made by Mr. Miller, seconded by Mr. Collins and carried, the retirement was accepted and approved. ACCEPT RECOMMENDATION FOR EMPLOYEE OF THE MONTH— ARCH 2013 — LARRY SANCHEZ AND K9 BACCA In a letter to the Board, Chief Ronald Teachman stated that Patrolman Larry Sanchez, along with his K9 Bacca, was selected as Employee of the Month for March, 2013. The award is to recognize officers, civilian employees, on the South Bend Police Department who have demonstrated actions