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HomeMy WebLinkAbout02-20-2019 Community Police Review BoardMEMORANDUM COMMUNITY POLICE REVIEW BOARD A Board of the City of Iowa City DATE: February 14, 2019 TO: CPRB Members FROM: Chris Olney RE: Board Packet for meeting on Wednesday February 20, 2019 Enclosed please find the following documents for your review and comment at the next board meeting: • Agenda for 2/20/19 • Minutes of the meeting on 1/8/19 • ICPD General Orders 01-03 (Performance Evaluations) • ICPD General Orders 99-03 (Prisoner Transport) • Draft Community Forum Information • Proposed Ordinance Change — 2/5/19 City Council Formal Meeting Transcription • Office Contacts — January 2019 • Complaint Deadlines COMMUNITY POLICE REVIEW BOARD Wednesday, February 20, 2019 — 5:30 p.m. HELLING CONFERENCE ROOM 410 E Washington Street ITEM NO. 1 CALL TO ORDER and ROLL CALL ITEM NO. 2 CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED • Minutes of the meeting on 1/8/18 • ICPD General Orders 01-03 (Performance Evaluations) • ICPD General Orders 99-03 (Prisoner Transport) ITEM NO. 3 NEW BUSINESS ITEM NO. 4 OLD BUSINESS • Community Forum Discussion • Proposed Ordinance Change ITEM NO. 5 PUBLIC DISCUSSION ITEM NO. 6 BOARD INFORMATION ITEM NO. 7 STAFF INFORMATION ITEM NO. 8 CONSIDER MOTION TO ADJOURN TO EXECUTIVE SESSION based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. ITEM NO. 9 TENATIVE MEETING SCHEDULE and FUTURE AGENDAS • March 12, 2019, 5:30 p.m. Helling Conference Rm • April 9, 2019, 5:30 p.m. Helling Conference Rm • April 29, 2019, 6:00 p.m. IC Public Library (Community Forum) • May 14, 2019, 2019, 5:30 p.m. Helling Conference Rm • June 11, 2019, 2019, 5:30 p.m. Helling Conference Rm ITEM NO. 10 ADJOURNMENT If you will need disability -related accommodations in order to participate in this programlevent, please contact Chris Olney at 319-356-5043, christine-olney@iowa-city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. RITO COMMUNITY POLICE REVIEW BOARD MINUTES — January 8, 2019 CALL TO ORDER: Chair King called the meeting to order at 5:32 p.m. MEMBERS PRESENT: Monique Galpin, Latisha McDaniel, David Selmer, Orville Townsend MEMBERS ABSENT: None STAFF PRESENT: Staff Chris Olney, Legal Counsel Patrick Ford STAFF ABSENT: None OTHERS PRESENT: Iowa City Police Chief Matherly RECOMMENDATIONS TO COUNCIL None. CONSENT CALENDAR Motion by Townsend, seconded by Galpin, to adopt the consent calendar as presented or amended. • Minutes of the meeting on 12/11/18 • ICPD General Orders 89-04 (Civil Rights) • ICPD General Orders 99-01 (Police Vehicle Pursuits) Motion carried, 5/0. NEW BUSINESS Community Forum Discussion — Olney reminded the Board of the annual community forum. In previous years it was held in April and there was usually a discussion topic or presentation. Galpin suggested a Police Department representative be involved in the forum, possibly having a presentation or introduction of the City's 111 newly appointed female Captain. Chief Matherly offered to have the Police Department give a presentation and be available for questions. The Board agreed to hold the forum at the Public Library on Monday April 29, 6:00 P.M. The specific forum topic and agenda would be discussed at the next regular meeting. OLD BUSINESS Proposed Ordinance Change Discussion - Galpin and Townsend reported back regarding the 12/18 City Council work session which discussed the proposed ordinance change. Galpin stated that the Council was open to approving ordinance changes to items 1-10. The CPRB would have the option to request the Police Chief and or City Manager participate in discussions between the CPRB when their conclusions differ prior to issuing their report. Olney noted that in the future when disagreements are noted, the CPRB public reports will be placed on the regular agenda for Council discussion and transcripts of that discussion will be sent to the CRPB. The City Attorney's Office and Police Department will be preparing an ordinance reflecting the CPRB's requested changes excluding item 11. Townsend said this was a great step but would like the Board to consider an additional ordinance change proposal which would require two designated City Council liaisons to attend CPRB meetings CPRB January 8, 2019 Page 2 twice yearly. After discussion, it was agreed upon to defer any further action until Staff can provide additional information regarding the City's policy on requesting Council attendance at Board/Commission meetings. PUBLIC DISCUSSION None. BOARD INFORMATION None. STAFF INFORMATION None. Motion by Selmer, seconded by Townsend to adjourn into Executive Session based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. Motion carried, 5/0. Open session adjourned at 6:12 P.M. REGULAR SESSION Returned to open session at 6:22 P.M. Motion by Townsend, seconded by McDaniel to set the level of review for CPRB Complaint #18-02 to 8-8-7 (13)(1)(a) On the record with no additional investigation. Motion Carried 5/0. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to chance) • February 12, 2019, 5:30 PM, Helling Conference Rm • March 12, 2019, 5:30 PM, Helling Conference Rm • April 9, 2019, 5:30 PM, Helling Conference Rm • April 29, 2019, 5:30 PM, IC Library Meeting Rm A (Community Forum) • May 14, 2019, 5:30 PM, Helling Conference Rm ADJOURNMENT Motion for adjournment by Townsend, seconded by Galpin. Motion carried, 5/0. Meeting adjourned at 6:23 P.M. COMMUNITY POLICE REVIEW BOARD ATTENDANCE RECORD YEAR 2018-2019 (Meeting Date) TERM 2/13/18 3119/18 4/17118 4123/18 5/8/18 6/12/18 7/23AS 8121/18 9111/18 1019/18 11/13/18 12/11/13 118119 NAME EXP. Donald 7/1/11) X X X X X X X X X O X X X King Monique 7,'1/20 X X X X X X X X X X x X X Galpin Orville 7/1/20 X X X X X X X X x X X X X Townsend Latislla 7/1121 _____ _____ ______ ______ _____ ______ _____ ______ _____ X O X X McDaniel Royceann 711 i21 X O/E X O/E X O/E ----- ----- ---'- ----- ---__- _------ ------ Porter David 711 /21 X X X X X X X O X O X O X Selmer KEY: X = Present O = Absent O/E — Absent/Excused NM = No meeting --- = Not a Member PER — 03.1 PERFORMANCE EVALUATIONS Date of Issue General Order Number March 13, 2001 01 - 03 Effective Date Section Code January 9, 2019 1 PER - 03 Reevaluation Date Amends/Cancels January 2022 C.A.L.E.A. Reference 35.1.1 - 35.1.14 INDEX AS: Employee Evaluations Evaluations Performance Evaluations I. PURPOSE The purpose of this order is to identify and set out the performance evaluation guidelines of the Iowa City Police Department and its employees. II. POLICY It is the policy of the Iowa City Police Department to establish and maintain a system for employee evaluations. The evaluation system is a management tool utilized to provide information to employees about their performance, assist in personnel decisions, and improve work performance. PER — 03.2 III. PROCEDURES A. PERFORMANCE EVALUATION SYSTEMS 1. Evaluation interviews shall be conducted by supervisors a minimum of once each year. 2. Supervisors shall utilize the Performance Evaluation Form approved by the Human Resources Department of the City of Iowa City. These forms will be forwarded to the rated employee's supervisor prior to the date of the annual evaluation. The form does not utilize a numerical scoring system, instead progressive behavioral descriptions for each dimension are presented. The supervisor selects the most accurate description. a. Supervisors shall receive training in performance appraisal. b. In completing the Performance Evaluation Form, supervisors shall comply with the instructions relating to the form. c. The designated Performance Evaluation form is only a tool used in performing the evaluation function. It should not interfere with the process. If additional information pertinent to employee performance is warranted, the rating supervisor will attach a descriptive memorandum to the Performance Evaluation Form. d. In the field designated "Rating Date" the rating supervisor shall write in the date beginning the rating period and the last date of the rating period, generally denoting one year. (Le. 1/6/00 - 1/5/01) 3. The form will be completed in legible form by the employee's supervisor, indicating the appropriate trait level exhibited by the employee during the evaluation period. Examples of the traits to be evaluated are as follows: a. Work Quality b. Productivity c. Planning/Organization d. Decision Making/Problem Solving e. Internal/External Customer Service Relations f. Innovation g. Oral Communication Skills h. Written Communication Skills I. Safety Awareness (non -supervisory) j. Attendance k. Equipment and Tool Utilization I. Supervisory Skills (if employee is performing in a supervisory capacity or has during the rating period) 1) Supervisory Ability 2) Leadership 3) Safety Awareness 4) Productivity of Unit 5) Development/Empowerment of Staff 6) Rating Subordinates' Performance a. Supervisors shall be rated in part based on their ability to effectively evaluate employees assigned them. The ability to fairly, impartially, accurately, and completely evaluate the performance of staff is a fundamental supervisory skill and demands daily preparation. PER — 03.3 b. Supervisors shall insure that ratings are applied uniformly to other employees performing the same functions. c. Supervisors shall only evaluate an employee against those dimensions pertinent to their specific job requirements 4. In section one titled Core Position Responsibilities supervisors must provide a rating utilizing the rating scale and supply a justification for each rating regardless of the rating. In section two titled General Performance Expectations supervisors shall provide a rating utilizing the rating scale. At the end of this section additional comments may be added. Any rating other than S (Successful) requires justification. In section three titled Organizational Leadership Values supervisors must provide a rating utilizing the rating scale and comment on the employee's performance in the value areas. Prior to the review, in section four titled Goal Setting and Review of Previous Rating Period Goals, employees should review with their supervisor new goals that they would like to accomplish within the next rating period. Supervisors must evaluate the employee on the goals set from the previous rating period. If the employee did not have specific goals set, the supervisor will coordinate with employee to determine specific goals that are both observable and achievable. If a goal was not achieved, supervisors will provide a comment to highlight why it was not achieved. If the goal was achieved, supervisors may comment on the achievement. Section five titled Professional Development may be filled out by the employee and reviewer. This is not a required section to be filled out and is optional for those who wish to coordinate and enhance their professional skillset. Section six titled Final Comments should be completed the supervisor and employee. 5. Performance Resources - Each supervisor shall thoroughly know and observe employee behavior before an effective performance evaluation can be conducted. Additional indications of performance shall be gathered from review of: a. Attendance records b. Reports written by the employee c. Inspection Records d. Commendations e. Complaints f. Training records g. Personnel file Other indications of performance may be used (ie: observations from peers) to complete the evaluation. PER — 03.4 6. When an employee's performance is deemed to be unacceptable they shall be notified of such in written format. This should occur as soon as the supervisor becomes aware of the problem. When overall performance is unacceptable, the employee should be notified in writing at least ninety (90) days prior to the end of the rating period. The evaluator shall be prepared to substantiate ratings at the unsatisfactory level, to advise the employee of unsatisfactory performance, and to define actions that should be taken to improve performance. If unsatisfactory performance continues, this information shall be included in the evaluation report at the end of the 90-day period. Flexibility concerning the 90-day period is permitted. ERRORS AND PROBLEMS COMMON IN PERFORMANCE EVALUATIONS The immediate supervisor of the evaluated employee may seek to measure the wrong qualities or fail to look at each quality separately and independently from others. In evaluating performance, supervisors should be aware of the following evaluation errors and seek to avoid them. 1. Misidentification - May result from attempting to apply different values to various components of performance. For example: a. It is easy to confuse Quality of work with Volume of work when in reality, each should be considered separately. b. Improper, inaccurate, or irregular documentation of observed behavior throughout the evaluation period must be avoided by the immediate supervisor. 2. Prejudice of the rater - Evaluations must be based on objective observations and compared, as much as possible, against objective performance expectations. For example, these questions should be considered: a. How much of this trait does the employee exhibit? Is it constant or rare? b. What does Command expect? What level of performance is typical for the unit or section? 3. Halo Effect - The halo effect is the tendency to allow one highly favorable or unfavorable trait to color judgement of all other traits. For this reason, each evaluation shall be limited to observations made only during the specific rating period. 4. Inadequate Knowledge - The first job of an immediate supervisor is to know their employees. He/she should learn their needs, career goals, problems, interests, and other aspects of behavior which make that person an individual and which may impact upon their performance. 5. Error of Central Tendency - This error is common among raters who feel they have inadequate information on which to base their evaluation and who seek to avoid the extremes of the rating scale being used. Instead, the supervisor tends to keep their evaluation "safe" in the "middle of the road." Such errors of central tendency are due to a fear on the part of the rater to have to defend a "high" or "low" rating to their subordinate or to their supervisor who would review the evaluation report. 6. Leniency - Some supervisors seek to avoid hostilities by over -rating their employees. Another motive is to attempt to divert attention of supervisors from what would otherwise be a reflection on the supervisor's ability to direct, train, and discipline his/her subordinates. PER — 03.5 7. Severity - Some supervisors are too severe in the expectations they have of their subordinates. The qualities they seek are much greater than that expected by Command and are unrealistic, in light of the actual requirements of the job. C. THE PERFORMANCE EVALUATION INTERVIEW The evaluation interview is an extremely important part of the performance evaluation process. Properly conducted, the interview sets the tone for future development of the employee. The interview must be properly planned and executed by the supervisor, it is a high priority supervisory function, and outside interruptions should be avoided. Adequate time should be allocated to the interview to permit intensive, meaningful discussion between the employee and the supervisor. This interview should never be hastily completed nor "fit in where fill time is available". 1. Objectives of the Evaluation Interview - The supervisor shall plan and execute the interview with the following discussion objectives in mind: a. Results of the performance evaluation just completed; b. Level of performance expected, rating criteria or establishing objectives and goals for the new reporting period; c. Career counseling relative to such topics as advancement, specialization, or training appropriate for the employee's position; and d. Voluntary program of continuing education or training for development of employee skills or knowledge. Does not have to be related to employment. 2. Setting - The location of the evaluation interview should be in a quiet, business -like atmosphere. Privacy is extremely important so that the employee does not feel as if the supervisor is opening the records to examination by third parties. Though business -like, the setting should establish a rapport between the supervisor and the employee conducive to constructive discussion. 3. At the conclusion of the interview the employee will be afforded the opportunity to sign and date the evaluation form. They will be allowed to make written comments that shall become a permanent part of the evaluation report. a. The employee's signature is not required as an indication of agreement with the evaluation. The signature indicates the employee was given an opportunity to both view and discuss their evaluation as prepared by the evaluator. 1. If an employee refuses to sign the evaluation report, the supervisor shall write, "refused to sign" on the evaluation form. The supervisor shall then prepare a narrative report detailing the reasons, if given, the employee refused to sign. 4. Distribution of forms - At the conclusion of the interview, the evaluator will distribute the evaluation reports as follows: a. Copy to the employee b. Copy to the supervisor's file c. Copy sent up the chain of command for inclusion in the employees personnel file d. The supervisor of the person performing the evaluation should review and sign the evaluation PER — 03.6 5. Grievance of Performance Evaluations - Appeals of performance evaluations are to be made through the employee's chain of command. 6. Retention of evaluation forms - Copies of the Performance Evaluation shall be retained in the employee's personnel file located in the office of Chief of Police throughout the tenure of that employee. The original record shall be forwarded to the Human Resources Department of the City of Iowa City and retained in that department for a minimum of five (5) years following the termination, resignation, or retirement of the employee. D. PROBATION PERIODS 1. All employees on a probationary status shall be evaluated as determined by Chief of Police, or designee. Probationary periods will be the period of time consistent with departmental policy, city policy and state statute. SPECIAL PERFORMANCE EVALUATION REPORTS 1. Performance evaluation for entry-level, probationary employees. a. An in depth evaluation of an employee's job performance during their probationary period shall be conducted on at least a quarterly basis. Probationary officers shall be evaluated in accordance with departmental Field Training procedures. Such evaluation should include the following issues and observations: a) Specific examples of job performance b) Current level of development c) Work attitude d) Quality of work e) Volume of work f) Judgement g) Other appropriate indicators of performance applicable to the position. Jody Matherly, Chief of Police WARNING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of a higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. PER - 03.7 REDLINE VERSION Red highlights are deletions Green highlights are additions PER — 03.1 PERFORMANCE EVALUATIONS Date of Issue General Order Number March 13, 2001 01 - 03 Effective Date Section Code January 9, 2019 PER - 03 Reevaluation Date Amends / Cancels January 2022 C.A.L.E.A. Reference 35.1.1 - 35.1.14 INDEX AS: Employee Evaluations Evaluations Performance Evaluations PURPOSE The purpose of this order is to identify and set out the performance evaluation guidelines of the Iowa City Police Department and its employees. II. POLICY It is the policy of the Iowa City Police Department to establish and maintain a system for employee evaluations. The evaluation system is a management tool utilized to provide information to employees about their performance, assist in personnel decisions, and improve work performance. PER — 03.2 III. PROCEDURES A. PERFORMANCE EVALUATION SYSTEMS 1. Evaluation interviews shall be conducted by supervisors a minimum of once each year. 2. Supervisors shall utilize the Performance Evaluation Form approved by the Human Resources Department of the City of Iowa City. These forms will be forwarded to the rated employee's supervisor prior to the date of the annual evaluation. The form does not utilize a numerical scoring system, instead progressive behavioral descriptions for each dimension are presented. The supervisor selects the most accurate description. a. Supervisors shall receive training in performance appraisal. b. In completing the Performance Evaluation Form, supervisors shall comply with the instructions relating to the form. c. The designated Performance Evaluation form is only a tool used in performing the evaluation function. It should not interfere with the process. If additional information pertinent to employee performance is warranted, the rating supervisor will attach a descriptive memorandum to the Performance Evaluation Form. d. In the field designated "Rating Date" the rating supervisor shall write in the date beginning the rating period and the last date of the rating period, generally denoting one year. (i.e. 1/6100 - 1/5/01) 3. The form will be completed in legible form by the employee's supervisor, indicating the appropriate trait level exhibited by the employee during the evaluation period. Examples of the traits to be evaluated are as follows: a. Work Quality b. Productivity c. Planning/Organization d. Decision Making/Problem Solving e. Internal/External Customer Service Relations f. Innovation g. Oral Communication Skills h. Written Communication Skills i. Safety Awareness (non -supervisory) j. Attendance k. Equipment and Tool Utilization I. Supervisory Skills (if employee is performing in a supervisory capacity or has during the rating period) 1) Supervisory Ability 2) Leadership 3) Safety Awareness 4) Productivity of Unit 5) Development/Empowerment of Staff 6) Rating Subordinates' Performance a. Supervisors shall be rated in part based on their ability to effectively evaluate employees assigned them. The ability to fairly, impartially, accurately, and completely evaluate the performance of staff is a fundamental supervisory skill and demands daily preparation. PER — 03.3 b. Supervisors shall insure that ratings are applied uniformly to other employees performing the same functions. c. Supervisors shall only evaluate an employee against those dimensions pertinent to their specific iob reouirements contain an evaluation of other behavior/skill traits or tasks evaluated by the supervisors, which are not indicated on the form. These additional ratings shall be specifically related to the assignment of the employee. In section one titled Core Position Responsibilities supervisors must provide a rating ubl¢ing the rating scale and supply a yustifcation for each rating regardless of the rating, In section two titled General Performance Expectations supervisors shall provide a rating utilizing the rating scale. Al the end of this section additional comments may be added. Any rating other than S (Successful) requires f uslification. In section three titled Organizational Leadership Values supervisors must provide a rating utilizing the rating scale and comment on the employee's performance in the value areas. Prior to the review, in section four tilled Goal Setting and Review of Previous Rating Period Goals, employees should review with their supervisor new goals that they would like to accomplish within the next rating period Supervisors must evaluate the employee on the goals set from the previous rating period. If the employee did not have specific goals set, the supervisgi will coordinate with employee to determine specific goals that are hod observable and achievable. If a goal was not achie provide a comment to highlight why it was not achie achieved, supervisors may comment on the achieveme Section five litled Professional Development may be filled out employee and reviewer. This is not a required section to be filled out an orfor those who wish to caordin 5, Any rated area where performance is categorized as oufslanding unsalisfactory shall be supported by the narrative comments. To this e supervisors shall maintain documentation an each employee under hislhe supervision a. This documentation, which may be kept in the supervisor's recollIM that employee, shall include 1. The date and time of the incident 2. A brief description of the incident 3. Any resultant awardhecognition or disciplinary b. Incidents of both positive and negative actions sh documentation. PER — 03.4 6. Performance Resources - Each supervisor shall thoroughly know and observe employee behavior before an effective performance evaluation can be conducted. Additional indications of performance shall be gathered from review of: a. Attendance records b. Reports written by the employee c. Inspection Records d. Commendations e. Complaints f. Training records g. Personnel file Other indications of performance may be used (ie: observations from peers) to complete the evaluation. 7. When an employee's performance is deemed to be unacceptable they shall be notified of such in written format. This should occur as soon as the supervisor becomes aware of the problem. When overall performance is unacceptable, the employee should be notified in writing at least ninety (90) days prior to the end of the rating period. 8. The evaluator shall be prepared to substantiate ratings at the unsatisfactory level, to advise the employee of unsatisfactory performance, and to define actions that should be taken to improve performance. If unsatisfactory performance continues, this information shall be included in the evaluation report at the end of the 90-day period. Flexibility concerning the 90-day period is permitted. B. ERRORS AND PROBLEMS COMMON IN PERFORMANCE EVALUATIONS The immediate supervisor of the evaluated employee may seek to measure the wrong qualities or fail to look at each quality separately and independently from others. In evaluating performance, supervisors should be aware of the following evaluation errors and seek to avoid them. 1. Misidentification - May result from attempting to apply different values to various components of performance. For example: a. It is easy to confuse Quality of work with Volume of work when in reality, each should be considered separately. b. Improper, inaccurate, or irregular documentation of observed behavior throughout the evaluation period must be avoided by the immediate supervisor. 2. Prejudice of the rater - Evaluations must be based on objective observations and compared, as much as possible, against objective performance expectations. For example, these questions should be considered: a. How much of this trait does the employee exhibit? Is it constant or rare? b. What does Command expect? What level of performance is typical for the unit or section? 3. Halo Effect - The halo effect is the tendency to allow one highly favorable or unfavorable trait to color judgement of all other traits. For this reason, each evaluation shall be limited to observations made only during the specific rating period. PER — 03.5 4. Inadequate Knowledge - The first job of an immediate supervisor is to know their employees. He/she should learn their needs, career goals, problems, interests, and other aspects of behavior which make that person an individual and which may impact upon their performance. 5. Error of Central Tendency - This error is common among raters who feel they have inadequate information on which to base their evaluation and who seek to avoid the extremes of the rating scale being used. Instead, the supervisor tends to keep their evaluation "safe" in the "middle of the road." Such errors of central tendency are due to a fear on the part of the rater to have to defend a "high" or "low" rating to their subordinate or to their supervisor who would review the evaluation report. 6. Leniency - Some supervisors seek to avoid hostilities by over -rating their employees. Another motive is to attempt to divert attention of supervisors from what would otherwise be a reflection on the supervisor's ability to direct, train, and discipline his/her subordinates. 7. Severity - Some supervisors are too severe in the expectations they have of their subordinates. The qualities they seek are much greater than that expected by Command and are unrealistic, in light of the actual requirements of the job. C. THE PERFORMANCE EVALUATION INTERVIEW The evaluation interview is an extremely important part of the performance evaluation process. Properly conducted, the interview sets the tone for future development of the employee. The interview must be properly planned and executed by the supervisor, it is a high priority supervisory function, and outside interruptions should be avoided. Adequate time should be allocated to the interview to permit intensive, meaningful discussion between the employee and the supervisor. This interview should never be hastily completed nor "fit in where fill time is available". 1. Objectives of the Evaluation Interview - The supervisor shall plan and execute the interview with the following discussion objectives in mind: a. Results of the performance evaluation just completed; b. Level of performance expected, rating criteria or establishing objectives and goals for the new reporting period; c. Career counseling relative to such topics as advancement, specialization, or training appropriate for the employee's position; and d. Voluntary program of continuing education or training for development of employee skills or knowledge. Does not have to be related to employment. 2. Setting - The location of the evaluation interview should be in a quiet, business -like atmosphere. Privacy is extremely important so that the employee does not feel as if the supervisor is opening the records to examination by third parties. Though business -like, the setting should establish a rapport between the supervisor and the employee conducive to constructive discussion. 3. At the conclusion of the interview the employee will be afforded the opportunity to sign and date the evaluation form. They will be allowed to make written comments that shall become a permanent part of the evaluation report. a. The employee's signature is not required as an indication of agreement with the evaluation. The signature indicates the employee was given an PER — 03.6 opportunity to both view and discuss their evaluation as prepared by the evaluator. 1. If an employee refuses to sign the evaluation report, the supervisor shall write, "refused to sign" on the evaluation form. The supervisor shall then prepare a narrative report detailing the reasons, if given, the employee refused to sign. Distribution of forms - At the conclusion of the interview, the evaluator will distribute the evaluation reports as follows: a. Copy to the employee b. Copy to the supervisor's file c. Copy sent up the chain of command for inclusion in the employees personnel file d. The supervisor of the person performing the evaluation should review and sign the evaluation Grievance of Performance Evaluations - Appeals of performance evaluations are to be made through the employee's chain of command. Retention of evaluation forms - Copies of the Performance Evaluation shall be retained in the employee's personnel file located in the office of Chief of Police throughout the tenure of that employee. The original record shall be forwarded to the Human Resources Department of the City of Iowa City and retained in that department for a minimum of five (5) years following the termination, resignation, or retirement of the employee. D. PROBATION PERIODS 1. All employees on a probationary status shall be evaluated as determined by Chief of Police, or designee. Probationary periods will be the period of time consistent with departmental policy, city policy and state statute. E. SPECIAL PERFORMANCE EVALUATION REPORTS 1. Performance evaluation for entry-level, probationary employees. a. An in depth evaluation of an employee's job performance during their probationary period shall be conducted on at least a quarterly basis. Probationary officers shall be evaluated in accordance with departmental Field Training procedures. Such evaluation should include the following issues and observations: a) Specific examples of job performance b) Current level of development c) Work attitude d) Quality of work e) Volume of work f) Judgement g) Other appropriate indicators of performance applicable to the position. Jody Matherly, Chief of Police PER — 03.7 LIM-11dill I[r This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of a higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. Original Date of Issue General Order Number March 17, 1999 99-03 Effective Date of Reissue Section Code January 31, 2019 OPS-09 Reevaluation Date Amends January 2020 OPS-09 Previous Version C.A.L.E.A. Chapter 70 INDEX AS: • Use of Force • Prisoner Transport • Handcuffing I. PURPOSE The purpose of this policy is to provide guidelines for transporting persons in the custody of officers of the Iowa City Police Department between points of arrest and initial booking. (7) II. POLICY Transporting prisoners is a potentially dangerous function. Therefore, it is the policy of the Iowa City Police Department to take the precautions necessary while transporting prisoners to protect the lives and safety of officers, the public and the person in custody. 1 III. PROCEDURES A. Vehicle Inspection 1. At the beginning and end of each tour of duty, all vehicles regularly used for prisoner transport shall be inspected for readiness as follows. a. The safety screen shall be securely in place and undamaged. b. All windows shall be intact and outer door latches in proper working order. C. Rear -seat door handles and window controls shall be deactivated. d. The interior shall be thoroughly searched to ensure that no weapons or contraband have been left behind or hidden within the vehicle. 2. Prior to placing a prisoner in a vehicle for transport, the transporting officer shall inspect the interior for weapons or contraband. The vehicle shall be searched again after the prisoner has been delivered to the detention facility or other destination. B. Handcuffing/ Use of Restraints 1. Officers should handcuff (double -locked) all prisoners with their hands behind their back and palms facing outward. 2. The officer may handcuff the prisoner with his/her hands in front, or use other appropriate and approved restraining device(s) where the prisoner: a. is in an obvious state of pregnancy; b. has a physical handicap; C. has injuries that could be aggravated by standard, handcuffing procedures. 3. Known juveniles will be handcuffed only when reasonably necessary to ensure the safety of the officers, juvenile or others. 4. Prisoners shall not be handcuffed to any part of the vehicle during transport. 5. Additional approved restraint devices may be used to secure a prisoner who violently resists arrest or who exhibits behavior such that he/she poses a threat to himself, the officer, to the public, or to prevent escape. 2 OPS-09.3 6. Officers are prohibited from transporting prisoners who are restrained in a prone position. The technique of "hog tying" shall not be used by members of this department. 7. Prisoners shall not be handcuffed together. 8. Restraints used on juveniles or adults during transport to a detention facility shall only be removed once the juvenile or adult has reached a secure area and in accordance with the facility's policy. Restraints used on juveniles or adults during transport to a non -detention facility such as a local department to conduct OWI Processing or interviews, shall only be removed once the juvenile or adult has reached a secure area at that location. C. Transport Prior to transport, all prisoners shall be thoroughly searched for any weapons or contraband. Prisoners should never have property on them once arrested and transported. All property should be placed in an appropriate envelope and turned into detention staff, or, returned to the prisoner upon release from custody. Officers should allow a prisoner the opportunity to use a cell phone when requested and reasonable. Large items such as backpacks, suitcases, etc. should be: a. properly packaged, labeled, and inventoried with the contents being entered into TAC 10 or listed on a property control form and properly packaged or; b. properly packaged and labeled with the opening secured with a plastic evidence tag or evidence tape and entered into TAC 10 or listed on a property control form and; C. placed in temporary storage or submitted to evidence ", 3. When possible, females should be transported separate IV, from males. 4. Juveniles shall not be transported in the same area of avehicle with adult prisoners. 5. Special precautions should be employed when transporting high - risk prisoners. In particular: combatants should be transported separately; members of rival gangs should be transported separately. 6. Prior to initiating transport, the officer should provide Communications with the following information: 0 a. arrest location and destination; b. mileage reading before and after the transport of juveniles or members of the opposite sex; C. number of persons being transported; d. nature of the charge(s). 7. The officer should assist the prisoner(s) into the squad car, taking care to avoid the prisoner(s) striking their head on the vehicle. Prisoners should be instructed not to lean back on their wrists. 8. Prisoners should be transported in a manner that allows for constant visual observation. Officers operating vehicles equipped with video shall activate the camera to document the prisoner during transport. Seating of officers and prisoners should, when possible, conform with the following: a. Transportation of a prisoner in a vehicle without a cage requires supervisor approval and should only occur when a vehicle with a cage is unavailable or there is a reasonable or extenuating circumstance. b. Where the vehicle has a security screen but one transporting officer, the prisoner should be placed in the back seat on the right hand side of the vehicle. When the vehicle is not equipped with a screen and has only one transporting officer, the prisoner shall be placed in the right front seat and secured with a seatbelt. C. When a prisoner is being transported in a two -officer vehicle without a security screen, the prisoner shall be placed in the right rear seat. The second officer shall sit in the left rear seat. d. Leg restraints should be used when a prisoner exhibits, or an officer reasonably believes the prisoner is likely to engage in, violent behavior or is an escape risk. '' e. A solo transporting officer shall not transport more than one prisoner in a vehicle without a screen. f. Prisoners may be instructed not to speak to each other, or have contact with outside parties during the transport process. g. Prisoners should be secured in a seatbelt during transport if the officer(s) feel they can safely do so. The physical wellbeing of prisoners shall be monitored during transit. Particular attention shall be directed to persons reported or suspected of being under the influence of drugs and/or alcohol or who have a history or propensity for violence. a. Prisoners who report or display symptoms of serious physical illness or injury during transit shall be taken to an emergency room for treatment. b. Escorting officers shall remain with the patient at all times unless relieved by other authorized personnel (this may include medical staff). C. Potentially violent persons in custody shall be restrained at all times in treatment facility unless such restraint would interfere with essential treatment. d. In the event a prisoner who has committed a serious offense is admitted to a hospital, long-term security may be appropriate. In such cases the supervisor of the arresting officer shall design a schedule that permits 24-hour security of the prisoner. Adequate rotation of officers will be maintained. Visitors, including phone contact, not approved by the Police Department shall be prohibited. Officers shall avoid fraternization with the prisoner. e. When released from the hospital, the prisoner shall be transported to the appropriate holding facility. The transporting officer shall ensure that all hospital treatment instructions and medication directions are given to the holding facility staff. 10. Symptoms or reports of physical or mental illness (such as threats of suicide or psychotic behavior) shall be reported to the receiving officer. 'It Any wheelchairs, crutches, prosthetic devices, and medication should be transported with, but not necessarily in the possession of, the prisoner. In instances where a person with a disability must be transported, and the disability prevents transport in a marked patrol car, a watch supervisor should be contacted for assistance. Alternate methods of transport may include but are not limited to the use of an unmarked unit, transport van, or requesting an ambulance to transport. 12. Prisoners should not be left unattended during transport;., 13. Officers shall not engage in unrelated enforcement activities while transporting prisoners unless failure to act would risk death or serious bodily injury to another. In non -life threatening yet serious situations, officers should call for back-up assistance and may remain on -hand until such assistance has arrived. 14. Any escape shall be immediately reported to the communications center with a complete description of the fugitive, mode and direction of travel, original charge and propensity for violence if known. The officer shall ensure that the watch supervisor is notified. The officer shall complete a report detailing the escape. When a subject is not immediately captured, the watch supervisor should consider notifying outside agencies and request assistance. He/she may also consider the use of a canine unit in tracking the subject. If this is done, it shall comply with the general order pertaining to canines. 15. If a prisoner is an escape risk, the officer shall notify the receiving agency of this information. 16. When a prisoner is transported to the Iowa City Police Department for processing or questioning, the officer shall maintain control and shall ensure that visual contact is maintained with the subject at all times. In this case, the officer will decide if the handcuffs may be removed during the processing or interview process. Officers shall abide by all Departmental directives pertaining to prisoner/detainee processing and weapons security. 17. When officers are detained for a period of time waiting for jail entry authorization, they shall monitor the wellbeing of their prisoners and ensure that restraints have not unduly tightened. Officers assigned to the prisoner holding van will check handcuffs of prisoners and make sure they are properly adjusted before prisoners are placed in the vehicle. The officer will inform dispatch of the check and the prisoner's name. At regular intervals, the officer will verbally check with the prisoners to make sure no problems have developed. If a problem develops, with two officers present and at the officer's discretion, the prisoner may be removed from the vehicle and the handcuffs or other problem checked. All checks will be noted in the CAD log. 18. Upon arrival at the Johnson County Jail, weapons shall be secured in the provided lockers. 19. Prisoners are considered in the custody of the Iowa City Police Department until they are received by Johnson County Jail ; 4.. personnel or released by the officer. (.J 20. Persons who are transported for noncriminal procedures should be patted down and seated as indicated above. The officer will decide if the use of restraints is warranted. 21. Upon arrival at the receiving agency, the officer shall comply with the security requirements of the agency pertaining to weapons and prisoner restraints. Officers should advise the receiving officer of any medical conditions or special concerns regarding the prisoner as well as delivering all required paperwork and/or documentation regarding the subject. The receiving officer's name should be included on the appropriate form. 6 Jody Matherly, Chief of Police WARNING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. i0 7 RE➢LINE VERSION Red highlights are deletions Green highlights are additions Original Date of Issue General Order Number March 17, 1999 99-03 Effective Date of Reissue Section Code January 31, 2019 OPS-09 Reevaluation Date Amends January 2020 1 OPS-09 Previous Version C.A.L.E.A. Chapter 70 INDEX AS: • Use of Force dam, • Prisoner Transport • Handcuffing I. PURPOSE The purpose of this policy is to provide guidelines for transporting persons in the custody of officers of the Iowa City Police Department between points of arrestand initial booking. M.; II. POLICY Transporting prisoners is a potentially dangerous function. Therefore, it is the policy of the Iowa City Police Department to take the precautions necessary while transporting prisoners to protect the lives and safety of officers, the public and the person in custody. 1 OPS-09.2 III. PROCEDURES A. Vehicle Inspection At the beginning and end of each tour of duty, all vehicles regularly used for prisoner transport shall be inspected for readiness as follows. a. The safety screen shall be securely in place and undamaged. b. All windows shall be intact and outer door latches in proper working order. C. Rear -seat door handles and window controls shall be deactivated. d. The interior shall be thoroughly searched to ensure that no weapons or contraband have been left behind or hidden within the vehicle. 2. Prior to placing a prisoner in a vehicle for transport, the transporting officer shall inspect the interior for weapons or contraband. The vehicle shall be searched again after the prisoner has been delivered to the detention facility or other destination. B. Handcuffing/ Use of Restraints Officers should handcuff (double -locked) all prisoners with their hands behind their back and palms facing outward. The officer may handcuff the prisoner with his/her hands in front, or use other appropriate and approved restraining device(s),kyhere the prisoner: i; ZG a. is in an obvious state of pregnancy; b. has a physical handicap; C. has injuries that could be aggravated by standard handcuffing procedures. - - Known juveniles will be handcuffed only when reasonable necessary to ensure the safety of the officers, juvenile or others. 4. Prisoners shall not be handcuffed to any part of the vehicle during transport. 5. Additional approved restraint devices may be used to secure a prisoner who violently resists arrest or who exhibits behavior such that he/she poses a threat to himself, the officer, to the public, or to prevent escape. 2 6. Officers are prohibited from transporting prisoners who are restrained in a prone position. The technique of "hog tying" shall not be used by members of this department. 7. Prisoners shall not be handcuffed together. Restraints used on juveniles or adults during transport to a detention facility shall only be removed once the juvenile or adult has reached a secure area and in accordance with the facility's policy. Restraints used on juveniles or adults during transport to a non -detention facility such as a local department to conduct OWI Processing or interviews, shall only be removed once the juvenile or adult has reached a secure area at that location. C. Transport Prior to transport, all prisoners shall be thoroughly searched for any weapons or contraband. Prisoners should never have property on them once arrested and transported. All property should be placed in an appropriate envelope and turned into detention staff, or, returned to the prisoner upon release from custody. Officers should allow a prisoner the opportunity to use a cell phone when requested and reasonable. Large items such as backpacks, suitcases, etc. should be: a. properly packaged, labeled, and inventoried with the contents being entered into TAC 10 or listed on a property control form and properly packaged or; b. properly packaged and labeled with the opening secured with a plastic evidence tag or evidence tape and d6tered into TAC 10 or listed on a property control form and; C. placed in temporary storage or submitted to evidence 3. When possible, females should be transported separately from.• males. a 4. Juveniles shall not be transported in the same area of a vehicle with adult prisoners. Special precautions should be employed when transporting high - risk prisoners. In particular: combatants should be transported separately; members of rival gangs should be transported separately. 6. Prior to initiating transport, the officer should provide Communications with the following information: 3 OPS-09.4 a. arrest location and destination; b. mileage reading before and after the transport of juveniles or members of the opposite sex; C. number of persons being transported; d. nature of the charge(s). 7. The officer should assist the prisoner(s) into the squad car, taking care to avoid the prisoner(s) striking their head on the vehicle. Prisoners should be instructed not to lean back on their wrists. 8. Prisoners should be transported in a manner that allows for constant visual observation. Officers operating vehicles equipped with video shall activate the camera to document the prisoner during transport. Seating of officers and prisoners should, when possible, conform with the following: a. prisoner requires supervisor approval vehicle with a cage is unav b. Where the vehicle has a security screen but one transporting officer, the prisoner should be placed in the back seat on the right hand side of the vehicle. When the vehicle is not equipped with a screen and has only one transporting officer, the prisoner shall be placed in the right front seat and secured with a seatbelt. C. When a prisoner is being transported in a two -officer vehicle without a security screen, the prisoner shall be placed in the right rear seat. The second officer shall sit in the left rear seat. d. Leg restraints should be used when a prisoner exhibits, or an officer reasonably believes the prisoner is likely to engage in, violent behavior or is an escape risk. e. A solo transporting officer shall not transport more than one prisoner in a vehicle without a screen. f. Prisoners may be instructed not to speak to each other, o.r.:. have contact with outside parties during the transp:'k process. cM g. Prisoners should be secured in a seatbelt duririg transport „if, the officer(s) feel they can safely do so. n , 9. The physical wellbeing of prisoners shall be monitored during transit. Particular attention shall be directed to persons reported or suspected of being under the influence of drugs and/or alcohol or who have a history or propensity for violence. Ell a. Prisoners who report or display symptoms of serious physical illness or injury during transit shall be taken to an emergency room for treatment. b. Escorting officers shall remain with the patient at all times unless relieved by other authorized personnel (this may include medical staff). C. Potentially violent persons in custody shall be restrained at all times in treatment facility unless such restraint would interfere with essential treatment. d. In the event a prisoner who has committed a serious offense is admitted to a hospital, long-term security may be appropriate. In such cases the supervisor of the arresting officer shall design a schedule that permits 24-hour security of the prisoner. Adequate rotation of officers will be maintained. Visitors, including phone contact, not approved by the Police Department shall be prohibited. Officers shall avoid fraternization with the prisoner. e. When released from the hospital, the prisoner shall be transported to the appropriate holding facility. The transporting officer shall ensure that all hospital treatment instructions and medication directions are given to the holding facility staff. 10. Symptoms or reports of physical or mental illness (such as threats of suicide or psychotic behavior) shall be reported to the receiving officer. 11. Any wheelchairs, crutches, prosthetic devices, and medication should be transported with, but not necessarily in the possession of, the prisoner. In instances where a person with a disability must be transported, and the disability prevents transport in a marked patrol car, a watch supervisor should be contacted for assistance. Alternate methods of transport may include but are not limited to the use of an unmarked unit, transport van, or requestin�an ambulance to transport. 12. Prisoners should not be left unattended during transport. 13. Officers shall not engage in unrelated enforcement activities while transporting prisoners unless failure to act would risk deattpor serious bodily injury to another. In non -life threatening yet serious situations, officers should call for back-up assistance and may remain on -hand until such assistance has arrived. 14. Any escape shall be immediately reported to the communications center with a complete description of the fugitive, mode and direction of travel, original charge and propensity for violence if known. The officer shall ensure that the watch supervisor is OPS-09.6 notified. The officer shall complete a report detailing the escape. When a subject is not immediately captured, the watch supervisor should consider notifying outside agencies and request assistance. He/she may also consider the use of a canine unit in tracking the subject. If this is done, it shall comply with the general order pertaining to canines. 15. If a prisoner is an escape risk, the officer shall notify the receiving agency of this information. 16. When a prisoner is transported to the Iowa City Police Department for processing or questioning, the officer shall maintain control and shall ensure that visual contact is maintained with the subject at all times. In this case, the officer will decide if the handcuffs may be removed during the processing or interview process. Officers shall abide by all Departmental directives pertaining to prisoner/detainee processing and weapons security. 17. When officers are detained for a period of time waiting for jail entry authorization, they shall monitor the wellbeing of their prisoners and ensure that restraints have not unduly tightened. Officers assigned to the prisoner holding van will check handcuffs of prisoners and make sure they are properly adjusted before prisoners are placed in the vehicle. The officer will inform dispatch of the check and the prisoner's name. At regular intervals, the officer will verbally check with the prisoners to make sure no problems have developed. If a problem develops, with two officers present and at the officer's discretion, the prisoner may be removed from the vehicle and the handcuffs or other problem checked. All checks will be noted in the CAD log. 18. Upon arrival at the Johnson County Jail, weapons shall b�.,secured in the provided lockers. 19. Prisoners are considered in the custody of the Iowa City Police Department until they are received by Johnson County'Jail personnel or released by the officer. 20. Persons who are transported for noncriminal procedures 'ould be patted down and seated as indicated above. The officer will decide if the use of restraints is warranted. 21. Upon arrival at the receiving agency, the officer shall comply with the security requirements of the agency pertaining to weapons and prisoner restraints. Officers should advise the receiving officer of any medical conditions or special concerns regarding the prisoner as well as delivering all required paperwork and/or documentation regarding the subject. The receiving officer's name should be included on the appropriate form. 6 Jody Matherly, Chief of Police WARNING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. " a y�. 7 AGENDA COMMUNITY POLICE REVIEW BOARD COMMUNITY FORUM APRIL 29, 20199 6:00 PM IOWA CITY PUBLIC LIBRARY, RM A 123 South Linn Street, IC ITEM NO. 1 CALL TO ORDER & ROLL CALL ITEM NO. 2 INTRODUCTION OF BOARD ITEM NO. 3 CONSIDER MOTION TO ACCEPT CORRESPONDENCE AND/OR DOCUMENTS ITEM NO. 4 - STATE OF THE POLICE DEPARTMENT BY CHIEF MATHERLY MEET IOWA CITY'S FIRST FEMALE POLICE CAPTAIN DENISE BROTHERTON ITEM NO. 5 PUBLIC DISCUSSION WITH COMMUNITY POLICE REVIEW BOARD ITEM NO. 6 ADJOURNMENT K COMMUNITY POLICE REVIEW BOARD " L. COMMUNITY FORUM A The Community Police Review Board will be holding a Community Forum for the purpose of hearing views on the policies, practices and procedures of the Iowa City Police Department. Meet Iowa City's first Female Captain Denise Brotherton QUESTIONS & COMMENTS: Send your questions or comments you'd like addressed at the forurn to the following by Monday, April 15, 2019: Please include full na ie and address. (All correspondence is publicl CPRS City of Iowa City 410 E Washington Sit, 52240 Or e-mail to CPRB staff: christine-.olney(a?iow;a-city.oirg 111 General News Release DRAFT CDNZ2FIT Community invited to attend Community Police Review Board forum The Community Police Review Board (CPRB) will host its annual Community Forum to hear views on Iowa City Police Department policies, practices and procedures. The community is invited to submit questions and comments that will be used during the event. The forum will begin at 6 p.m., Monday, April 29, 2019, inside Meeting Room A of the Iowa City Public Library, 123 S. Linn St. Police Chief Jody Matherly and Captain Denise Brotherton will also attend the forum and be available to meet and talk with participants. Questions and comments are due by Monday, April 15 and can be emailed to christine- olnevaiowa-city.org or mailed to CPRB at City Hall, 410 E. Washington St., Iowa City, Iowa 52240. Be sure to include your full name and address as all submissions are public. The board will try to address all questions and comments it receives. The forum will also be recorded and later shown on City Channel 4. You can view programming and the schedule at www.citychannel4.com. 2nd General News Release DRAFT �4 Community Police Review Board Forum The Community Police Review Board will host its annual Community Forum to hear Views on Iowa City Police Department policies, practices and procedures. The forum will begin at 6 p.m., Monday April 29, 2019 inside Meeting Room A of the Iowa City Public Library, 123 S. Linn Street, Iowa City. Police Chief Jody Matherly and Captain Denise Brotherton will also attend and be available to meet and talk with participants. Additional information about the Community Police Review Board is available at https://www. icgov.o rg/city-govem ment/boards/com m unity-pol ice -review -boa rd-cprb CPRB Community Forum Monday April 29, 2019 6:00 P.M. Board members — hand out flyers (directly to people) pick different neiehborhoods (Email to Board by 3/29/18) Publicizing Forum • Email Notice to (Cable to run on City Channel)-2/21/19 • Email Notice to (Neighborhood Outreach) for email contacts for lists—2/21/19 • Add Meeting to City Web Event Calendar (with notice) 2/21/19 • Post Notice in City Building —City Hall 4/3/19 • Email Notice to staff of Brds/Comm (City Clerk) — 4/3/19 • Email Notice to Dept. Heads/Division Secretaries to post (City Clerk) - 4/3/19 • Email Notice to UISG (City Clerk) — 4/4/19 • Hardcopy Notice in all City Buses (28 Card Stock) — To TRM 4/4/19 internal mail • I't General News Release (re: Forum) — 3/25/19 (with deadline 4/15/19 for questions) • (Communications) Highlights/FB/Twitter—Link to 1 st General News Release— 3/25/19, • Copy of 1 s` News Release/Notice in Council packet — 4/4/19 (off week packet) • Notice in Council packet - 4/11/19 (for 4/16/19 meeting • 2"d General News Release (re: Forum) — 4/22/19 (no deadline for questions) • Copy of 2"d Release in Council packet — 4/25/19 (off week packet) • (Cominunications)Highlights/FB/Twitter— Link to 2nd News Release— 4/22/19 • Post Agenda & Agenda News Release — 4/18/19 Videotape of Forum Cable to videotape and re -broadcast Forum on the City Chanel for couple of months Items for Forum: ✓ Forum Agenda copies ✓ Name Plates of Board Members/Staff ✓ Calendar Year Complaint Information copies (past three years) ✓ Sign in Sheets ✓ Brochures ✓ Complaint Applications ✓ Information Sheet copies ✓ Forum Poster Board ✓ Ink Pens/Scotch Tape ✓ Recorder After Meeting: - Forum Meeting Minutes (Prepared by Staff as draft) - Transcriptions of Forum - Forum Summary Report (Prepared by Board) 4 Neighborhood Centers of Johnson County P.O. Box 2491 U (f Iowa City, IA 52244 • Email Notices to Neighborhood Ctrs (Broadway/Pheasant Ridge) — Do by 4/8/19 ncic(a ncic.org (354-2886) Shelter House 429 Southgate Ave Iowa City, IA 52240 • Email Notices to Shelter House (sent to Crissy) —Do by 4/8/19 crissy0shelterhousdowa.org (351-0326) The Housing Fellowship 322 E 2nd St Iowa City, IA 52240 • Email Notices to Housing Fellowship — Do by 04/8/19 Inewmire(Ohousinafellowshio.com (358-9212) The Salvation Army Iowa City Corps 1116 Gilbert Ct Iowa City, IA 52240 • Email Notices to The Salvation Army —Do by 04/8/19 vam.boatengOusc.salvationarmy om (337-3725) 1105 FACILITY Crisis Center of JC 1121 Gilbert Ct Iowa City, IA 52240 • Email Notices to Crisis Center— Do by 04/8/19 admin(aljccdsiscenter.ora (351-2726) Free Lunch Program PO Box 2831 Iowa City, IA 52244 • Email Notices to Free Lunch Program — Do by 04/8/19 icfreelunchOomail.com (337-6283) Domestic Violence Program PO Box 3170 Iowa City, IA 52244 • Email Notices to Domestic Violence Program — Do by 04/8/19 krMe@dvipiowa.org (356-9863) Kristie Dozer, Exec Director No bulletin board, but will post info on website National Alliance on Mental Illness (NAMI) PO Box 3087 Iowa City, IA 52244 • Email Notices to NAMI — Do by 04/8/19 • mary.issah@namiic.org (337-5400) 'i CI N C C Q H J 10 C O V •L 7 E c P € gi n m a m a➢ rv� Z iP. .°. E a° E m �. ° i � u a' 6 E `e � _ c C v 9 m z a m k � m _ a v m v + c v$ e e$ m v$$ a < _ _ _ < < < < < < <_ _ _ ¢ K Q C a ¢ _ _ _ _ Fes' _ ����6J> a o a o o a o 0 0 0 0 0 0 0 0 0 0 0 0 0° _ _ _ Q _ °° a o 0 0 0 0 0° o° 0 0 0 0 ° 0 0 0° 0 0 0 ti 3 � a x � a � _ = c 3 ga z 3 3 3 - � •% � � � 3 m w f " _ _ .R r � ` . q w _ a e . ¢ 0 „ 3 i — L - F Y 3 E a x So 3a _ m`ic �s Y V LG Y a r«y E E V itR_ _« c u V o c Q u 3 3 3 3 3 3 3 3 c` _ •• m i v m q„ ] > a i z i i z 3 a a m m V u V 8 S _ G G a o da o maw m..owEmmm<ma a„aa„„ wama�� o�aawmmm �> �owA££ 3 ra`� ,eu¢rcF,n;ioomn „_� mdo£ma iS`s �mm"V"' m, Page 40 15. Community Police Review Board Amendments — Ordinance amending Title 8, "Police Regulations", Chapter 8, "Community Police Review Board", to provide for changes in procedure and enhance opportunities for conversation when the conclusions of the police chief and the Board differ. (First Consideration) Throgmorton: Could I have a motion please? Thomas: So moved. Salih: Second. Throgmorton: Moved by Thomas, seconded by Salih. Discussion? Uh, we've already processed pretty thoroughly this particular topic in a work session, and the .... the basic idea is to facilitate interaction with the .... with the PCRB and if. ... if there are circumstances when they disagree with, help me out here! What's the language? Disagree with.... Dilkes: If the ... they come to a conclusion on a complaint that's different than that of the Police Chiefs conclusion, then they'll.... they will meet with the Police Chief and confer about it, before the report comes to Council. Throgmorton: And also, yeah and then .... but it will then be, uh, a separate item on our agenda. Dilkes: And ... and Council... that's not in the ordinance, but Council, you directed Coun... or you .... you directed staff to put that on your regular agenda, rather than your consent agenda. Throgmorton: Great! Thank you. Okay, uh, any... Council discussion? Salih: I think, you know, we at least we done a move on this by not agreeing 100% with the ... maybe with what they request, but uh, I really was hoping that if we could agree to everything, but I think this is really good move toward like positive change and um, I appreciate that and just ... I will be really in support of this! Throgmorton: Okay. Cole: I just wanna give a shout -out to Orville Townsend, Monique Galpin, and everyone at the Citizen Review... Police Review Board. We ha .... in our work session, I won't go over all the particulars, but it was a great collaborative demonstration of This represents only a reasonably accurate transcription of the Iowa City City Council regular formal meeting of February 5, 2019. Page 41 residents working with their Council to develop an enhanced policy. Um, I think of what we did this evening, I just wanna see more of that. Citizens, if you have concerns what's going on with the City Council, reach out to usu, co -create, give us policy advice, and I think this particular board, the way that we did that, I think it was a real, uh, joy to see that work, and it's fun to be able to vote on it and improve that policy. Teague: What I liked is, uh, as you mentioned tonight and even then, um, there was, um, collaborations, and I think that's important, uh, when we're makin' decisions. It's actually to get some input, ask some questions. Um, oftentimes I feel when we're doin' our work session, we're not including the voices of the community, and I think, um, that's a little bit, um, we could potentially backtrack when we go into formal session. So, um, I— J do appreciate the collaborla... the collaboration that happened here for certain. Throgmorton: Anyone else? Hearing no one else, roll call please. Motion carries 6-0. This represents only a reasonably accurate transcription of the Iowa City City Council regular formal meeting of February 5, 2019. COMMUNITY POLICE REVIEW BOARD OFFICE CONTACTS January 2019 Date Description None. February 20, 2079 Mtg Packet COMMUNITY POLICE REVIEW BOARD COMPLAINT DEADLINES CPRB Complaint #18-02 Filed: 09/27/18 Chief's report due (90 days): 12/26/18 Chief's report filed: 12/26/18 CPRB meeting #1 (Review): 01/08/19 CPRB meeting #2 (Review): 02/20/19 CPRB meeting #3 (Review): ??/??/19 CPRB report due (90 days): 03/26/19 CPRB Complaint #19-01 Filed: 02/11/19 Chief's report due (90 days): 05/10/19 Chief's report filed: ??/??/19 CPRB meeting #1 (Review): ??/??/19 CPRB meeting #2 (Review): ??/??/19 CPRB meeting #3 (Review): ??/??/19 CPRB report due (90 days): 08/09/19 TENTATIVE MEETING SCHEDULE March 12, 2019 April 9, 2019 April 29, 2019 Community Forum May 14, 2019 June 11, 2019 The following documents were handed out during the meeting. J �r'aa�lq 2/20/19 Recommendation for Ordinance Change The Community Police Review Board (CPRB) was created to give citizens an opportunity to participate in the process related to citizens complaints concerning their contact with police officers. The City Council appoints citizens to serve on the Board and it is important that the Council remain knowledgeable of the CPRB process. Since it is possible that CPRB members may at times have concerns related to the process it would be productive if the Council could be made aware of concerns. To assure that this happens, it is recommended that we have an ordinance change where the council appoints one of its members to communicate directly with the CPRB. It is recommended that the ordinance change also state that the liaison will contact the CPRB two times (January and July) each year and extend an invitation to schedule an individual meeting with any member having concerns related to the process. Our community is constantly changing and receiving such feedback will assist the Council to make better informed decisions/choices.