HomeMy Public PortalAbout11/23/1998 executiveCity of Greencastle
City Hall
Four East Walnut Street
Greencastle, Indiana 46135
Pamela S. Jones
Clerk- Treasurer
GREENCASTLE BOARD OF WORKS
EXECUTIVE SESSION
,MONDAY, NOVE,IBER 23,1998 3:00 P.M. CITY HALL
The Greencastle Board of Works met in Executive Session Monday, November 23, 1998, 3:00
p.m. at City Hall. Mayor Michael called the meeting to Order at 3:10 p.m. On the Roll Call, the
following were found to be present: Sue Murray and George Murphey. Also present were City
Attorney Trudy Selvia, Police Chief Jim Hendrich, Assistant Chief Paul Wilson, Pam Coffman
and Brian Hopkins.
This meeting was called to discuss Police Personnel. Police Chief Jim Hendrich stated at the
October 20, 1998 Board of Works meeting he had asked the Board for a 30 day extension on
probationary periods for Pamela Coffman and Velda Goad.
In reviewing the file of Pam Coffman, Chief Hendrich stated he found a letter of written
reprimand dated August 28, 1998 regarding loss of pay for 2 days due to missed work, which also
extended Ms. Coffman's probationary period by 2 days. Chief Hendrich stated on payroll dated
e September 27 through October 24, 1998, Ms. Coffman was 8 hours short of the required 160
hours for the schedule and received her second written notice November 6, 1998. Chief Hendrich
stated he spoke with Ms. Coffman about her attendance and explained the payroll policy. Ms.
Coffman stated this policy had never been explained to her. Clerk - Treasurer Jones asked Ms.
Coffman if she received a Personnel Policy. Ms. Coffman stated that she did not. (Let it be noted
that Ms. Coffman did sign for receiving a Personnel Policy on January 28, 1998). Chief Hendrich
stated he can't imagine her not being familiar with payroll procedures since she was employed as a
part-time dispatcher from June 1997 until she was hired full -time in June 1998.
Chief Hendrich stated the problem lies with the fact that Ms. Coffman has had two written
wamings regarding attendance while she was on probation. He does not have a problem with her
ability to do her job, but does have a problem with her conduct and cannot recommend full -time
status.
Mayor Michael stated it is not our policy to extend probationary periods. We did in this
circumstance due to an administration change.
Sue Murray asked if the probationary period could be extended? Attorney Selvia stated the policy
states that probationary period will be lifted only by formal action of the Board.
Pam Coffman stated she missed the two days in August due to moving to Terre Haute,
Attornev Selvia asked if this was discussed with her supervisor.
Ms. Coffman stated she told her supervisor, Deanne Gaston, that she had to move due to the
power being shut off in her current apartment. Ms. Coffman stated Ms. Gaston approved the two
days and then later stated it was not an excusable offense and she would have to write Ms.
® Coffman up.
Attorney Selvia asked who has the authority to authorize days off. Assistant Chief Wilson stated
" t h a t M s . G a s t o n w o u l d t r a c k t h a t i n f o r m a t i o n f o r D i s p a t c h e r s a n d w a t c h f o r u n u s u a l
c i r c u m s t a n c e s . C h i e f H e n d r i c h s t a t e d M s . C o f f m a n m i s s e d 6 d a y s i n a 2 8 d a y c y c l e .
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t i m e e m p l o y e e . T h e p a p e r w o r k w a s n e v e r p r o c e s s e d .
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p o i n t t h e B o a r d i s g a t h e r i n g i n f o r m a t i o n . P r o b a t i o n c a n n o t b e l i f t e d w i t h o u t r e c o m m e n d a t i o n o f
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e x t e n s i o n i f t h a t i s w h a t t h e B o a r d d e c i d e d .
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l e g a l o b l i g a t i o n t o m a k e t h e B o a r d a w a r e o f t h i s i n c i d e n t . C h i e f H e n d r i c h s t a t e d h e g a v e O f f i c e r
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c o n t i n u e d t h a t h e w i l l n o t b e a b l e t o r e c o m m e n d f u l l - t i m e s t a t u s a t t h e e n d o f O f f i c e r H o p k i n s
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s t a t e d t h i s i n f o r m a t i o n s h o u l d h a v e b e e n p r e s e n t e d p r i o r t o t h e h i r i n g p r o c e s s . C h i e f H e n d r i c h
s t a t e d i t s h o u l d h a v e . A t t o r n e y S e l v i a s t a t e d r e p r i m a n d s w i l l b e i s s u e d t o t h o s e w h o d i d n o t
c o m p l y i n d o i n g c o m p l e t e b a c k g r o u n d c h e c k s . C h i e f H e n d r i c h s t a t e d h e n e e d s d i r e c t i o n f r o m t h e
B o a r d .
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s i t u a t i o n b y p r o c e e d i n g i n t o t h e i n t e r s e c t i o n w i t h l i g h t s a n d s i r e n s .
O f f i c e r H o p k i n s p r e s e n t e d a n d r e a d a l e t t e r h e p r e p a r e d d e t a i l i n g t h e A u g u s t 1 9 9 8 i n c i d e n t . T h i s
l e t t e r i s a t t a c h e d a n d m a d e a p a r t o f t h e m i n u t e s . O f f i c e r H o p k i n s s t a t e d h e h a s a d i a g r a m a n d
p i c t u r e s o f t h e a c c i d e n t i f t h e B o a r d d e s i r e s t o s e e t h e m . N o o n e a s k e d t o s e e t h e m . O f f i c e r
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O f f i c e r H o p k i n s .
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i n i t i a t i n g l i g h t s a n d s i r e n s w a s n o t a p p r o p r i a t e . T h i s i s a q u e s t i o n o f j u d g e m e n t . W h e n y o u a r e
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b e h a v i o r , e s p e c i a l l y a f t e r y o u w e r e t o l d y o u w e r e n o t n e e d e d , C h i e f H e n d r i c h c o n t i n u e d . O f f i c e r
® Hopkins asked if his whole career should be ruined for one mistake. Chief Hendrich stated he told
Officer Hopkins the situation would be reviewed and discussed by the Board. George Murphey
told Officer Hopkins that if the Board upholds the Chiefs recommendation, it will seem harder
than if he resigns. Sue Murray asked Chief Hendrich if he offered Officer Hopkins an opportunity
to listen to the tape. Chief Hendrich stated he has not. Chief Hendrich stated that Office Hopkins
has not asked to listen to the tape, but it is available if Officer Hopkins desires to listen to it. Chief
Hendrich stated the issue is that he disobeyed a call -off.
Attorney Selvia stated she felt it was appropriate to bring this issue up now instead of waiting for
the one year probationary period to expire.
Chief Hendrich stated this issue needs to be discussed before sending Officer Hopkins out in a car.
His past performance stands for itself, Chief Hendrich stated, and this situation should have been
reviewed prior to hiring. Sue Murray asked if failure to acknowledge was discussed with the
Board of Captains. Assistant Chief Wilson stated that it was not discussed with the Board of
Captains and that he personally did not know about the situation.
Chief Hendrich stated our department made an error in not performing thorough background
investigations.
Officer Hopkins leaves at this time.
Chief Hendrich stated there was not a discussion with the Cloverdale Town Board or the general
public and the reason is because he had applied here - everything was put on hold so as not to
interfere with employment here. Officer Hopkins is condescending and argumentative and I do
not want him here. Chief Hendrich asked for direction from the Board, stating they are running a
risk keeping him on the department.
® Attorney Selvia stated the City is exposed to litigation either way; 1. exposure to liability on this
issue due to the fact we did not check fully; and 2. if fired, he will bring litigation and he will win.
You can accept Chief Hendrich's recommendation and he will sue or you can allow him to stay
and document information for recommendation at end of probation.
Chief Hendrich stated he is embarrassed to be before the Board with this issue and this will not
happen again. I have an obligation to give you the best performing police department and that is
what I am trying to do.
Sue Murray asked if we have anything showing he has not performed while a City employee?
This happened before he was hired by the City. Attorney Selvia stated we have no documentation
in our files as to anything he has done while employed here. Chief Hendrich stated he is an
experienced officer and this shows lack of judgement. George Murphey asked if we could accept
a resignation 90 days from now to allow Officer Hopkins an opportunity to find another job?
Attorney Selvia stated that we could. Chief Hendrich asked what capacity Officer Hopkins would
function in during the 90 days? I don't feel comfortable with him in a car. I don't know if it will
ever happen again, but I question his capacity and suitability to be here.
Being no further business, motion to adjourn made by George Murphey, seconded by Sue
Murray. Vote was unanimous. 7
Nancy A! richael, Mayor
AT ST. �J
® Pamela S. Jones, Clerk e surer