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HomeMy WebLinkAbout05-14-2019 Community Police Review BoardMEMORANDUM COMMUNITY POLICE REVIEW BOARD A Board of the City of Iowa City DATE: May 8, 2019 TO: CPRB Members FROM: Chris Olney RE: Board Packet for meeting on May 14, 2019 Enclosed please find the following documents for your review and comment at the next board meeting: • Agenda for 05/14/19 • Minutes of the meeting on 04/09/19 • Minutes of the Community Forum meeting 04/29/18 • ICPD General Orders 99-02 (Report Review) • ICPD General Orders 99-08 (Body Worn Cameras and In -Car Recorders) • Draft Memo #2 - City Council Liaison, proposed amendment to Ordinance 8-8 (May 14, 2019) • Office Contacts — April 2019 • Complaint Deadlines Other resources available: National Association for Civilian Oversight of Law Enforcement NACOLE provides information regarding civilian oversight in law enforcement nation wide. For more information see: www.NACOLE.oro COMMUNITY POLICE REVIEW BOARD TUESDAY, MAY 14, 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 04/09/19 • Minutes of the Community Forum meeting on 04/29/19 • ICPD General Orders 90-02 (Report Review) • ICPD General Orders 99-08 (Body Worn Cameras and In -Car Recorders) ITEM NO. 3 NEW BUSINESS ITEM NO. 4 OLD BUSINESS • Community Forum • City Council Liaison proposal 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 • June 11, 2019, 5:30 p.m. Helling Conference Rm • July 9, 2019, 5:30 p.m. Helling Conference Rm • August 13, 2019, 5:30 p.m. Helling Conference Rm • September 10, 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 program/event, please contact Chris Olney at 319-356-5043, christine-oney@iowa-city.org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. DRAFT COMMUNITY POLICE REVIEW BOARD MINUTES —April 9, 2019 CALL TO ORDER: Chair King called the meeting to order at 5:31 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 Galpin, seconded by McDaniel, to adopt the consent calendar as presented or amended. • Minutes of the meeting on 03/12/19 Motion carried, 5/0. NEW BUSINESS None. OLD BUSINESS Community Forum Discussion — King stated that the 2nd general news release will be sent out on April 22nd Olney reminded the Board that the Forum will be held at the Public Library, April 29" at 6:00 p.m. Proposed Ordinance Change Discussion - King informed the Board that Ordinance 19-4783 amending Title 8, Chapter 8 was passed at the 3112/19 City Council meeting and a copy of the Ordinance was included in the meeting packet. City Council Liaison Proposal Discussion— Townsend summarized why he felt the CPRB should be assigned a Council member to serve as a Liaison. Selmer agreed that having a Liaison is a good idea, however he had concerns as to the draft proposal memo being too general and felt it should include more direction as to what the Board expects the role of the Liaison to entail. After further discussion, the Board agreed to have Townsend and Selmer prepare a 2nd draft proposal to include additional language regarding the specific role of the Liaison. The revised memo will be in the next meeting packet for the Board to review and discuss at the May 141" meeting. PUBLIC DISCUSSION None. BOARD INFORMATION None. CPRB April 9, 2019, 2019 DRAFT STAFF INFORMATION None. TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • April 29, 2019, 6:00 PM, IC Library Meeting Rm A (Community Forum) • May 14, 2019, 5:30 PM, Helling Conference Rm • June 11, 2019, 5:30 PM, Helling Conference Rm • July 9, 2019, 5:30 PM, Helling Conference Rm • August 13, 2019, 5:30 PM, Helling Conference Rm ADJOURNMENT Motion for adjournment by Townsend, seconded by Galpin. Motion carried, 5/0. Meeting adjourned at 5.58 P.M. COMMUNITY POLICE REVIEW BOARD ATTENDANCE RECORD YEAR 2018-2019 tMeetln4> nntel TERM 4/23/18 5/8/18 6112/18 7/23118 8121/18 9/11118 10/9118 11/13/18 12/11/18 118/19 2/20119 3/12/19 4/9/19 NAME EXP. Donald 7/1/19 X X X X X X O X X X X X X King Mmlir 711 /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 Latish, 711/21 ----- ______ ______ ______ ______ ______ X O X X O X X McDaniel Royccann 7/121 O/E X O/E _____ _____ _____ _____ ______ _______ _______ ______ _______ Porter Dad 7/1/21 X X X X O X O X O X O X X Selmer KEY: X = Present O — Absent O/E — Absent/Excused NM = No meeting -- = Not a Member DRAFT COMMUNITY POLICE REVIEW BOARD COMMUNITY FORUM April 29, 2019, 6:00 P.M. IOWA CITY PUBLIC LIBRARY 123 South Linn Street, IC CALL TO ORDER: Chair Don King called the meeting to order at 6:00 P.M. MEMBERS PRESENT: Monique Galpin, Latisha McDaniel, David Selmer, Orville Townsend. MEMBERS ABSENT: None. STAFF PRESENT: Legal Counsel Patrick Ford and Staff Chris Olney, Kellie Fruehling. INTRODUCTION OF THE BOARD AND BRIEF OVERVIEW CONSIDER MOTION TO ACCEPT CORRESPONDENCE AND/OR DOCUMENTS None to accept. STATE OF THE POLICE DEPARTMENT BY CHIEF MATHERLY Chief Matherly gave the State of the Police Department and spoke about the departments excellence in service mission. He also reported on number of officers, average calls for service, number of arrests per year as well as police training and accreditation at the national level the department has accomplished. MEET POLICE CAPTAIN DENISE BROTHERTON Captain Denise Brotherton gave a summary of the responsibilities of the Police Department Support Services Division which includes Community Outreach, Animal Services, Downtown Liaisons, Crime Prevention and Neighborhood Response. She spoke about how the police department is actively pursuing many avenues to reach out to the public through events, brochures, school visits and overall being assessable to everyone in the Community. PUBLIC DISCUSSION The following individuals appeared before the CPRB: Caroline Dieterle 725 Walnut Street, Iowa City Ann Marie Drop 511 3rd Avenue, Iowa City Jeff Felk 7 Princeton Court, Iowa City ADJOURNMENT Meeting adjourned at 6:44 P.M. COMMUNITY POLICE REVIEW BOARD ATTENDANCE RECORD YEAR 2018-2019 !Meeting Datel TERM S8118 6112As 7/23/18 821/18 9111/18 10/9/18 11A3/18 12/11/18 1/8A9 2no/19 3/12l19 479A9 4n9r19 NAME EXP. Danald 7/1/19 X X X X X O X X X X X X X King Monique 7/1/20 X X X X X X X X X X X % X Galpin Orville 711/20 X X X X X X X X X X X X X Townsend Latisha 7/1/21 ------ ------ ------ --__ ...... X O X X O X X X McDaniel Roviceann 7/1/21 X O/E ----- ----- ----- ----- ------ ------- ------- ------- ------- -------- ------- Porter David 7/l/21 X X X O X O X O X O X X X Selmer KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a Member SER 01.1 REPORT REVIEW Date of Issue General Order Number November 20, 2001 90-02 Effective Date Section Code January 24, 2019 SER-01 Reevaluation Date Amends / Cancels January 2022 C.A.L.E.A. I Reference INDEX AS: Report Review Reports Required Report Process Evaluations C. Og ICU& � lo�C;/pr va I. PURPOSE The purpose of this order is to provide an orderly system for the preparation and audit of official reports; to identify and correct inadequacies; and, to cause improvement in the quality, accuracy and timeliness of reporting. This order defines the procedures, authorities and responsibilities involved in the preparation, processing and review of official reports in the Iowa City Police Department. II. POLICY It is the policy of the Iowa City Police Department to achieve and maintain a high level of quality in documenting the circumstances and actions involved in official police activities. This objective is essential to the validity of police records; the support of criminal prosecution; and, the effectiveness of investigative analysis and evaluative efforts. This policy applies to all official reports regardless of report format or origin. While the majority of reports result from sworn officer action, the involvement of Community Service Officers, Emergency Communications Operators and other members in the reporting process is within the purview of this order. SER 01.2 III. DEFINITIONS Report Review Officer - One of the duties assigned to the Sergeant of Planning and Research. For the purpose of this order report refers to; report forms provided by the Department, traffic citations, charges, State Accident and Implied Consent forms, supplemental reports, and other reporting formats as determined by the Chief of Police or Designee. This includes the use of electronic forms approved by the Chief of Police. IV. PROCEDURES A report review function has been established in the Iowa City Police Department for the purpose of providing a central review and audit of official reports. The capture of data from reports for officer performance evaluation would tend to encourage individual interest in report quality improvement. The report review function is therefore redefined to incorporate responsibilities related to these systems and processes. A major objective of the report review process is to promote uniformity in preparation, supervisory review, correction, evaluation and timely processing of reports among the different organizational components. While uniformity tends to equalize factors such as error correction and performance weighting, it is not intended to reduce th thority or flexibility of first line supervisors in their review and assessment of re rt ytheir actions to provide training to eliminate inconsistencies. ti n �p9 'A''' It is stressed that report review is a joint responsibility of all persorbnellc(nvolgod inthe reporting sequence, from initiating officer to supervisor, review offpvh co and r staff. Review, correction, evaluation and training necessary to report qu tity"%tiould be conducted at every level and not considered a task solely for Records S8o€ton report review. w� 1) Reporting Officers a) To the extent possible officers are delegated the authority and responsibility for determining the nature and extent of police action necessary in each assigned activity. b) Officers shall complete reports for all classifications of calls as determined by the Report Review Officer, as directed by Departmental orders, as determined by a watch supervisor, or for incidents which a responding officer determines documentation is appropriate. Reports shall be concise, legible, and timely. c) Reports shall be completed on forms designated by the Report Review Officer or as designated in Departmental Orders. Report forms shall be completed to the extent possible and include mandatory fields and other relevant information. SER 01.3 d) For all incidents requiring a report, the assigned officer shall submit to the Records Section, documentation detailing the circumstances associated with the incident, by the end of the officer's tour of duty. If the incident is one in which an incident report is not required, i.e. PAULA, a copy of the charge will serve as documentation. Incidents which require an incident or accident report, shall be completed at least to the extent that any supervisor can identify; the type of incident, date, time, location, victim and suspect. The assigned officer shall indicate on the submitted documentation that the incident is under investigation. For incidents under investigation by the initial reporting officer, the officer shall complete the report as soon as practical. All reports shall be completed within 30 calendar days. Reports of investigations extending beyond 30 days require the approval of the Watch Commander on which the original incident occurred. Officers shall file an update report on all cases that extend beyond 30 days at intervals not exceeding 10 days. The Watch or Section Commander may waive the mandatory update reports by submitting in writing, notice to the Report Review Officer that the update reports have been waived. Where applicable, the person waiving the update report should include an anticipated date of completion. e) For incidents requiring follow-up investigation by the reporting or other officer, the originating officer shall complete required reports to the extent po sible and submit a copy to the on -duty watch commander. When an r requests follow-up by another officer, they shall forward the report in to the officer and the officer's supervisor. If an officer is requesting fol ow by investigations, the report should first be approved by the reXV, .ng , officer' sup rvisor, who, will then forward the report in TtC�1la. to tflpa ' supe c'41 �4_ f) Copies of all charges shall be submitted prior to the end of the officer's wigh. Traffic Citations shall be submitted as determined by the Report Review Officer. All other charges shall be submitted to a watch supervisor for review. Officers shall submit a copy of all non -traffic charges to the ECO for docketing. (this includes juvenile charges). Incidents where juveniles are referred for diversion shall not be docketed. g) See Appendix A for a list of all Incidents that require a report. 2) Watch Supervisors a) Watch supervisors have the primary authority and responsibility to review and determine adequacy of subordinate reporting; to require correction or addition to reports when necessary; to delay report submission where justified; or require the completion of any report prior to the end of the reporting officers watch. SER 01.4 b) Watch supervisors are responsible for timely report completion and submission, and for conducting or recommending personnel training required for improvement in reporting quality. c) A watch supervisor may withhold a report for cause. The supervisor holding the report shall submit in writing the reason for holding the report. Le. incomplete, incorrect or illegible. Electronic notification (Tac10 and/or email) to the Report Review Officer is sufficient. 3) Report Review Officer a) The Report Review Officer is a function of the Sergeant of Planning and Research. The Report Review Officer is delegated the authority and responsibility to act on behalf of the Chief of Police in conducting a review of all police reports. b) The Report Review Officer is authorized to conduct detailed review of all police reports; to return unacceptable reports for correction; to monitor the status of the reporting process and recommend such action or training as required for improvement. The Report Review Officer shall maintain a record of all returned reports along with their final disposition. c) The Report Review Officer is responsible for timely processing of reports, coordination with supervisors and Department Staff on questions d improvement action; maintenance of such records and analytical d required to support the review and related systems. 4) Report Review Procedures a) All reports will be assigned a number and be forwarded to a watciA* rvisorlp� prior to the end of the watch during which the report was originafW,• n delay in submission shall be approved by the respective watch supel`L�,o and a copy indicating the case is under investigation shall be submitted# Records. b) Watch supervisors shall review reports for completeness, accuracy and adequacy; and shall require necessary corrections or additions. c) The Report Review Officer or designee shall review submitted reports and ensure that all incidents requiring reports have been accounted for. Incident reports will be coordinated with the supervisor, Investigative Section, to determine feasibility of further investigative action. Copies of selected reports will be forwarded to investigations for action. d) The Report Review Officer or designee will examine each report to determine the adequacy of the report. Where correction or additional information is needed, the report will be returned to the responsible Watch Commander with a Revision Request form attached, specifying the nature of error, omission or SER 01.5 clarification and a due date for return. The Watch Commander shall cause any correction to be made by the reporting officer. I. Reports returned for clarification, correction or completion shall be completed and resubmitted within 10 working days. Reports requiring an extension shall be approved in writing by the Watch Commander of the officer involved. Such extension shall indicate the reason, i.e. officer unavailable, along with an anticipated date of completion. e) The Report Review Officer or designee will ensure entries are logged and traffic citations entered into the traffic records system. f) The Report Review Officer or designee shall forward relevant reports to affected divisions or watches. He/she shall forward reports or classifications of reports to the Investigative Section as requested by the Investigations supervisor. g) Upon review by the Report Review Officer, reports shall be forwarded to the Records section for processing and filing. 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. SER 01.6 Appendix A: Reports Required OFFENSE INCIDENT PROPERTY OTHER REPORT SHEET Accident State Accident Report, TTY, Copy of Citations Assaults (all) X Strangulation form if applicable Bad Checks X Bomb Threat X Victim is the person that took the call and the business (if applicable) Bribery X X Burglary X X Car Burglary X X Counterfeit Bills X X Criminal Mischief X X Death X Death Scene Investigation Checklist Domestic -Verbal X Domestic- X victim rights sheet, Charged body map, CCH, narrative from all officers listed on call for service, ODARA Form if applicable, strangulation from if applicable Driving While 10-27, 10-28, Revoked/Barred reason for stop, vehicle description with license plate, revocation/barred reason, to/from dates Drugs-PCS X X Weigh evidence before submitting, indicate on evidence sheet the disposition Embezzlement X X SER 01.7 OFFENSE INCIDENT PROPERTY OTHER REPORT SHEET Fire X Fraud/Forgery X X Gambling X X Harassment X X If unknown suspect log victim in CFS only Hate Crime x Supervisor notification regardless if the incident details do not meet the code definition. Human X Notification of on Trafficking duty supervisor Homicide X Owl Implied Consent, DL (if seized), Owl packet, Datamaster checklist with tape, TTY, back up officer report Owl Implied Consent, 2nd/Subsequent Owl packet, DL (if seized) Datamaster checklist with tape, TTY, back up officer report, CCH Public Note post arrest Intoxication PBT results and time or refusal Public X Note post arrest Intoxication PBT results and 2nd/Subsequent time or refusal . Previous convictions dates must be listed in probable cause. CCH Prostitution X Report Request X from Community Member Robbery X X Victim is the person that was robbed and the business (if applicable) Sex Offenses X Sexual Assault Hospital evidence Kits release form, evidence sheet SER 0'1.8 OFFENSE INCIDENT REPORT PROPERTY SHEET OTHER Trespass -no X Victim and suspect charges names entered in CFS Trespass -arrest X Requires victim made information on incident report All other serious misdemeanors or greater offenses not listed in the chart require an incident report. If an offense is not listed above and it is a simple misdemeanor with an arrest, all that is required is the charge. Narrative required for all custody arrests, including simple misdemeanors. An incident requiring a report shall have an incident number assigned to it and a narrative in TAC10. Notes in the calls for service do not constitute a narrative. REDLINE VERSION Red highlights are deletions Green highlights are additions SER 01.1 REPORT REVIEW Date of Issue General Order Number November 20, 2001 90-02 Effective Date Section Code January 24, 2019 SER-01 Reevaluation Date January 2022 C.A.L.E.A. 82.2.1 INDEX AS: Report Review Report Process Amends / Reference Reports Required Evaluations X pPR 0 9 013 City Clerk Iowa City, Iowa I. PURPOSE The purpose of this order is to provide an orderly system for the preparation and audit of official reports; to identify and correct inadequacies; and, to cause improvement in the quality, accuracy and timeliness of reporting. This order defines the procedures, authorities and responsibilities involved in the preparation, processing and review of official reports in the Iowa City Police Department. If. POLICY It is the policy of the Iowa City Police Department to achieve and maintain a high level of quality in documenting the circumstances and actions involved in official police activities. This objective is essential to the validity of police records; the support of criminal prosecution; and, the effectiveness of investigative analysis and evaluative efforts. This policy applies to all official reports regardless of report format or origin. While the majority of reports result from sworn officer action, the involvement of Community Service Officers, Emergency Communications Operators and other members in the reporting process is within the purview of this order. SER 01.2 III. DEFINITIONS Report Review Officer - One of the duties assigned to the Sergeant of Planning and Research. For the purpose of this order report refers to; report forms provided by the Department, traffic citations, charges, State Accident and Implied Consent forms, supplemental reports, and other reporting formats as determined by the Chief of Police or Designee. This includes the use of electronic forms a proved the Chief of Police. FIL b IV. PROCEDURES APR 0 9 1019 City Clerk A report review function has been established in the Iowa City PoliceIugge0Wptttt\#ar the purpose of providing a central review and audit of official reports. The capture of data from reports for officer performance evaluation would tend to encourage individual interest in report quality improvement. The report review function is therefore redefined to incorporate responsibilities related to these systems and processes. A major objective of the report review process is to promote uniformity in preparation, supervisory review, correction, evaluation and timely processing of reports among the different organizational components. While uniformity tends to equalize factors such as error correction and performance weighting, it is not intended to reduce the authority or flexibility of first line supervisors in their review and assessment of reports; or, their actions to provide training to eliminate inconsistencies. It is stressed that report review is a joint responsibility of all personnel involved in the reporting sequence, from initiating officer to supervisor, review officer and command staff. Review, correction, evaluation and training necessary to report quality should be conducted at every level and not considered a task solely for Records Section report review. 1) Reporting Officers a) To the extent possible officers are delegated the authority and responsibility for determining the nature and extent of police action necessary in each assigned activity. b) Officers shall complete reports for all classifications of calls as determined by the Report Review Officer, as directed by Departmental orders, as determined by a watch supervisor, or for incidents which a responding officer determines documentation is appropriate. Reports shall be concise, legible, and timely. c) Reports shall be completed on forms designated by the Report Review Officer or as designated in Departmental Orders. Report forms shall be completed to the extent possible and include mandatory fields and other relevant information. SER 01.3 d) For all incidents requiring a report, the assigned officer shall submit to the Records Section, documentation detailing the circumstances associated with the incident, by the end of the officer's tour of duty. If the incident is one in which an incident report is not required, i.e. PAULA, a copy of the charge will serve as documentation. Incidents which require an incident or accident report, shall be completed at least to the extent that any iso, can identify; the type of incident, date, time, location, victim an ID su ct T assigned officer shall indicate on the submitted documentation incident is under investigation. APR 091819 For incidents under investigation by the initial reporting offic%r 98Yoftipkshall complete the report as soon as practical. All reports sha Iwtpff; 4 ted within 30 calendar days. Reports of investigations extending beyond 30 ys require the approval of the Watch Commander on which the original incident occurred. Officers shall file an update report on all cases that extend beyond 30 days at intervals not exceeding 10 days. The Watch or Section Commander may waive the mandatory update reports by submitting in writing, notice to the Report Review Officer that the update reports have been waived. Where applicable, the person waiving the update report should include an anticipated date of completion. EFor incidents requiring follow-up investigation by the reporting or other officer, the originating officer shall complete required reports to the extent possible and submit a copy to the on -duty watch commander. When an officer requests follow-up by another officer,ard the repo icer is request by investigations, the report should first be approved by the requesting officers supervisor, who will then forward the report in TAC10 to the investigations supervisors. the originating officer shall com�follow up request sheet and attach it to a copy of the original re follow up Copies of all charges shall be submitted prior to the end of the officer's watch. Traffic Citations shall be submitted as determined by the Report Review Officer. All other charges shall be submitted to a watch supervisor for review. Officers shall submit a copy of all non -traffic charges to the ECO for docketing. (this includes juvenile charges). g) See Appendix A for a list of all Incidents that require a report. 2) Watch Supervisors a) Watch supervisors have the primary authority and responsibility to review and determine adequacy of subordinate reporting; to require correction or addition to reports when necessary; to delay report submission where justified; or require the completion of any report prior to the end of the reporting officers watch. SER 01.4 b) Watch supervisors are responsible for timely report completion and submission, and for conducting or recommending personn #Lning required for improvement in reporting quality. c) A watch supervisor may withhold a report for cause. The sum visor g the report shall submit in writing the reason for holding M ®p Le. incomplete, incorrect or illegible. Electronic notification (Tar�1��d/or email) to the Report Review Officer is sufficient. fovea C)fy e Wa 3) Report Review Officer a) The Report Review Officer is a function of the Sergeant of Planning and Research. The Report Review Officer is delegated the authority and responsibility to act on behalf of the Chief of Police in conducting a review of all police reports. b) The Report Review Officer is authorized to conduct detailed review of all police reports; to return unacceptable reports for correction; to monitor the status of the reporting process and recommend such action or training as required for improvement. The Report Review Officer shall maintain a record of all returned reports along with their final disposition. c) The Report Review Officer is responsible for timely processing of reports, coordination with supervisors and Department Staff on questions and improvement action; maintenance of such records and analytical data as required to support the review and related systems. 4) Report Review Procedures a) All reports will be assigned a number and be forwarded to a watch supervisor prior to the end of the watch during which the report was originated. Any delay in submission shall be approved by the respective watch supervisor, and a copy indicating the case is under investigation shall be submitted to Records. b) Watch supervisors shall review reports for completeness, accuracy and adequacy; and shall require necessary corrections or additions. c) The Report Review Officer or designee shall review submitted reports and ensure that all incidents requiring reports have been accounted for. Incident reports will be coordinated with the supervisor, Investigative Section, to determine feasibility of further investigative action. Copies of selected reports will be forwarded to investigations for action. d) The Report Review Officer or designee will examine each report to determine the adequacy of the report. Where correction or additional information is needed, the report will be returned to the responsible Watch Commander with SER 01.5 a Revision Request form attached, specifying the nature of error, omission or clarification and a due date for return. The Watch Commander shall cause any correction to be made by the reporting officer. I. Reports returned for clarification, correction or e4 ripI ion shall be completed and resubmitted within 10 working days: 4 o ing an extension shall be approved in writing by the Watch ma d of the officer involved. Such extension shall indicatdPgl�p reason, i.e. officer unavailable, along with an anticipated date of compfeU. is Cl'tz C1, e) The Report Review Officer or designee will ensure en res-*/Igged and traffic citations entered into the traffic records system. i'tW4 f) The Report Review Officer or designee shall forward relevant reports to affected divisions or watches. He/she shall forward reports or classifications of reports to the Investigative Section as requested by the Investigations supervisor. g) Upon review by the Report Review Officer, reports shall be forwarded to the Records section for processing and filing. 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. Appendix A: Reports Required DFFENSE INCIDENT PROPERTY OTHER REPORT SHEET Accident State Accident Report, TTY, Copy of Citations Assaults (all) X Strangulation form If applicable Bad Checks X Bomb Threat X Victim is the person that took the call and the business (If applicable) Bribery X X Burglary X X Car Burglary X X Counterfeit Bills X X Criminal Mischief X X Death X Death Scene Investigation Checklist Domestic -Verbal X Domestic- X victim rights sheet, Charged body map, CCH, narrative from all officers listed on call for service, ODARA Form if applicable, strangulation from if applicable Driving While 10-27, 10-28, Revoked/Barred reason for stop, vehicle description with license plate, revocation/barred reason, to/from dates Drugs-PCS X X Weigh evidence before submitting, indicate on evidence sheet the disposition Embezzlement X X SER 01.6 APq 0 9 YQI fD6 ry tylIowa OFFENSE INCIDENT PROPERTY OTHER REPORT SHEET Fire X Fraud/Forgery X X Gambling X X Harassment X X If unknown suspect log victim in CFS only Homicide X Owl Implied Consent, DL (if seized), Owl packet, Datamaster checklist with tape, TTY, back up officer report Owl Implied Consent, god/Subsequent Owl packet, DL (if seized) Datamaster checklist with tape, Ti back up officer report, CCH Public Note post arrest Intoxication PBT results and time or refusal Public X Note post arrest Intoxication PBT results and 2n1/Subsequent time or refusal . Previous convictions dates must be listed in probable cause. CCH Prostitution X AP-167 1 Robbery X X Victim is the person that was robbed and the business (if applicable) Sex Offenses X Sexual Assault Hospital evidence Kits release form, evidence sheet SER 01.7 z APR0g?Ql9 %wa`cty0 le/w' OFFENSE INCIDENT REPORT PROPERTY SHEET OTHER Trespass -no X Victim and suspect charges names entered in CFS Trespass -arrest X Requires victim made information on incident report 5ER 01.8 APR 0 9 ?Oly IowarC.. erA- All other serious misdemeanors or greater offenses not listed in the chart require an incident report. If an offense is not listed above and it is a simple misdemeanor with an arrest, all that is required is the charge. Narrative required for all custody arrests, including simple misdemeanors. OPS-12.1 IN -CAR. RECORDERS Original Date of Issue General Order Number July 30, 1999 1 g9_08 Effective Date of Reissue Section Code April 9, 2019 1 OPS-12 Reevaluation Date Amends April 2021 1 OPS-12 Previous Version (2013) C.A.L.E.A. Reference 1 41.3.8 1 (see "INDEX AS:") INDEX AS: Use of Force Traffic Stops Internal Investigations Recording Devices Evidence In -car Recorders Evaluations Body Worn Cameras (BWC) I. PURPOSE The purpose of this policy is to identify when recording devices should be used and procedures to be followed when using the recording equipment. Note: this policy specifically does not govern nor apply to covert operations and any related recordings. 11. POLICY It is the policy of the Iowa City Police Department that all members serving a patrol or investigative function, to include road CSOs and Animal Control Officers, be required to use recording devices to collect evidence and document interactions between officers and the public. Only approved equipment will be used by department members and usage shall comply with the manufacturer's instructions. All videos are the property of the Iowa City Police Department. Any distribution of a video or portion of a video shall only be done with the authorization of the Chief of Police or his/her designee. The unauthorized playing or copying of any video is prohibited. OPS-12.2 III. DEFINITIONS Audio/video recording equipment consists of: 1. In -car recorders to include a camera, recorder, flashcard and LCD Display. These units are within the vehicle. A remote voice link device is carried by the officer. 2. Body worn cameras (BWC) of a type selected and issued by the Department, are cameras worn on an individual officer's person that record and store audio, video and metadata evidence. IV. PROCEDURES The Iowa City Policy Department has adopted the use of the BWC and in -car recorders to accomplish several objectives. The primary objectives are as follows: 1. BWCs and in -car recorders allow for accurate documentation of police - public contacts, arrests, and critical incidents. They also serve to enhance the accuracy of officer reports and testimony in court. 2. Audio and video recordings also enhance the Iowa City Police Department's ability to review probable cause for arrest, officer and suspect interaction, and evidence for investigative and prosecutorial purposes and to provide additional information for officer evaluation and training. 3. The BWC and in -car recorders may also be useful in documenting crime and accident scenes or other events that include the confiscation and documentation of evidence or contraband. The Commander of Administrative Services or his/her designee will supervise the use, storage, duplication and erasing of the material recorded by members of this department. If an officer notices that there is a problem with the equipment, he/she shall notify a watch supervisor. The watch supervisor will forward notification of the problem or malfunction to the Commander of Administrative Services or his/her designee. Only persons trained in the servicing of audio/visual equipment will service the equipment. Any defective unit will not be used, and when practical, will be removed from service until repaired. If an employee who is not trained in the use of the in -car recorder is assigned to a vehicle containing one, they should notify a supervisor at the conclusion of the assignment. The supervisor shall then assign identity to that portion of the video not identified. Officers are not required to inform the person(s) that the recording equipment is in use, however, it may be advantageous to do so to de-escalate a situation and possibly reduce the need to use force. People generally are on their best behavior when they know they are being recorded. OPS-12.3 Officers shall disclose the use of a video recorder upon inquiry. OPERATION OF THE RECORDING APPARATUS In -car Recording Apparatus Officers shall inspect and test the in -car recording system prior to each shift in order to verify proper functioning and shall notify their supervisor of any problems. In -car audio/visual recording units will be installed such that they are activated when: 1. turning on emergency lights 2. turning on siren 3. manual activation by pushing the ® record button 4. manual activation by remote voice link button 5. excessive speed with no lights or siren All traffic stops shall be recorded in their entirety. Officers should, to the extent possible, use the recording equipment to document the administration of field sobriety tests, remembering that safety is the first priority. In addition to traffic stops officers shall manually activate their recording equipment on calls for service and on self -initiated field activity if it involves an encounter with a person. The in -car recorder system's remote voice link device shall be carried by officers and utilized to record audio information outside the range of the vehicle microphones. Officers, if able, shall activate the in -car recorder system immediately upon being involved in a motor vehicle crash. It is recommended that officers give consideration to activating the in -car recorder system when responding to calls -for -service where video capture of persons/vehicles leaving the scene of incidents has investigative value. Once a recording unit has been activated it shall only be stopped when the incident in question is concluded unless allowed under this policy. When a recording is going to be made inside the Department by one of the OWI or interview room cameras, the in -car recorder may be deactivated while escorting the person into the Department as long as the BWC is activated. When leaving the Department, if still in the presence of the person, the in -car recorder shall be reactivated during transport of any person. When the recording is stopped, the in -car recorder system will allow a priority to be set. The following priorities are available: Priority 1 = normal recordings, traffic stops etc. Priority 2 = officer marking for personal review Priority 3 = file to be saved as evidence Priority 4 = OW] Priority 5 = for supervisor review Body Worn Cameras (BWC) OPS-12.4 When responding to a call for service officers shall activate the BWC prior to arriving on scene or at the first opportunity to safely do so. Additionally, officers shall activate the BWC at the initiation of any other law enforcement or investigative encounter between a police officer and a member of the public to include: Stops (including traffic stops), frisks, searches, arrests, consensual interviews and searches, enforcement actions of all kinds, and any encounter that becomes in any way hostile or confrontational. The BWC shall be activated when a firearm is used to destroy an animal. Exceptions to this requirement include interviews with victims of sexual assault, domestic abuse, or other sensitive crimes, or the recording of witnesses who are concerned about retaliation if they are seen as cooperating with the police. Officers' may also use their discretion during routine and casual situations such as officers on foot or bike patrol who wish to converse with neighborhood residents and where turning on a video camera could make the encounter seem officious and may make the person reluctant to speak with the officer. Officers may also deactivate their BWC during the following types of situations: In locations where individuals have a reasonable expectation of privacy, such as a residence, they may decline to be recorded unless the recording is being made pursuant to an arrest or search of the residence or the individuals or other enforcement action is occurring in such a location. The BWC shall remain activated until the event is completed in order to ensure the integrity of the recording unless the contact moves into an area restricted by this policy. Once an officer has finished investigating a collision and the involved parties have been released, the officer may deactivate the BWC prior to clearing the call to complete any paperwork. If an officer responds to assist with traffic control at the scene of a collision, fire or similar incident, the officer may deactivate the BWC as long as there is no interaction with persons or that interaction has ended. While on a tow call or issuing a parking citation as long as there is no interaction with persons or that interaction has ended and after capturing any violation or damage with the BWC. NOTE: The recording must be longer than 60 seconds in order for it to be accepted into the video system. Animal control calls (unless a firearm is used) as long as there is no interaction with persons or that interaction has ended. Other calls where there is no further interaction with persons or that interaction has ended, for example, an OWI investigation where the person has been taken to jail or otherwise released and the officer still has additional paperwork. OP5-12.5 When a recording is going to be made inside the Department by one of the OWI or interview room cameras, officers shall only deactivate their BWC after the appropriate room video system has been activated to avoid any lapses in recording. When leaving the Department, if still in the presence of the person, the BWC shall be reactivated prior to deactivating the OWI and interview room cameras to avoid any lapses in recording. If at any point during these types of calls any of the previously listed situations occur where a BWC is required, the BWC shall be reactivated. The above list is to serve as a guide and is not intended to be all inclusive. If in doubt, record it. If an officer fails to activate the BWC, fails to record the entire contact, or interrupts the recording, the officer shall document why a recording was not made, was interrupted, or was terminated. This is to include muting the audio. A brief statement in the recorder prior to the interruption shall be sufficient documentation. Procedures for BWC Use Officers shall inspect and test the BWC prior to each shift in order to verify proper functioning and shall notify their supervisor of any problems. Officers who are assigned BWC equipment shall use the equipment unless otherwise authorized by supervisory personnel. Police personnel shall use only BWCs issued by this department. The BWC equipment and all data, images, video, and metadata captured, recorded, or otherwise produced by the equipment is the sole property of the agency. Police personnel who are assigned BWCs must complete an agency approved and/or provided training program to ensure proper use and operations. Additional training may be required at periodic intervals to ensure the continued effective use and operation of the equipment, proper calibration and performance, and to incorporate changes, updates, or other revisions in policy and equipment. BWC equipment is the responsibility of individual officers and will be used with reasonable care to ensure proper functioning. Equipment malfunctions shall be brought to the attention of the officer's supervisor as soon as possible so that a replacement unit may be procured. The BWC shall be worn on the officer's chest with clear view to the front (not blocked by clothing or other equipment) and properly oriented. Procedures for Both In -car Recorder and BWC Use OP5-12.6 Officers shall not edit, alter, erase, duplicate, copy, share, or otherwise distribute recordings in any manner without prior written authorization and approval of the Chief of Police or his or her designee. Officers are encouraged to inform their supervisor of any recordings that may be of value for training purposes. Requests for deletion of portions of the recordings (e.g., in the event of a personal recording) must be submitted in writing and approved by the Chief of Police or his or her designee. All requests and final decisions shall be kept on file. Officers shall note in their incident, arrest, and related reports when recordings were made during the incident in question. However, BWC recordings are not a replacement for written reports. Restrictions on Using the In -car Recorder or BWC In -car recorders and BWCs shall be used only in conjunction with official law enforcement duties and shall not be used to record the following: • Encounters with undercover officers or confidential informants. • When on break or otherwise engaged in personal activities. • Communications with other police personnel without the permission of the Chief of Police. • Unless in the scope of officers' official duties and with an articulable reason, officers will not use their in -car recorder or BWCs in any location where individuals have a reasonable expectation of privacy, such as a restroom or locker room. Storage and Release All files shall be securely downloaded periodically and no later than the end of each shift. Each file shall contain information related to the date, in -car recorder or BWC identifier, and assigned officer. All images and sounds recorded by the in -car recorder or BWC equipment are the exclusive property of the Iowa City Police Department. Accessing, copying, or releasing files for non -law enforcement purposes is strictly prohibited. All access to in -car recorder or BWC files must be specifically authorized by the Chief of Police or their designee, and all access is to be logged and available for audit to ensure that only authorized users are accessing the data for legitimate and authorized purposes. OPS-12.7 Files shall be securely stored for a period three years. After three years, the video system will automatically prevent the ability to restore a backed up video to live status. Then, on a quarterly basis, the Property and Evidence Custodian or designee will destroy all backed up files that reside on physical storage such as DVD and Blu-ray discs that have reached their retention limits. A listing of the destroyed discs will be forwarded to the Commander of Administrative Services. Files needed as evidence or for some other articulable purpose will be separately retained. Supervisory Responsibilities At least on a semi-annual basis (Jan-Jun/Jul-Dec), supervisors will randomly" review two in -car or BWC recordings of each employee under their supervision to ensure that the equipment is operating properly and that officers are using the devices appropriately and in accordance with policy and to identify any areas in which additional training or guidance is required. On January 1st and August 15t of each year, each Watch Commander, Lieutenant of Investigations and Animal Control Supervisor, shall forward to the Commander of Field Operations the information on the prescribed form (Appendix A). "Randomly, for the purpose of this policy, means videos randomly selected that are not already being reviewed for another purpose. Media Card Control Normally, video for the in -car recorders is downloaded wirelessly through a secured wireless connection. In the case of failure of that system, the video files will need to be downloaded manually. In -car recorder videos are captured on media cards on a recorder located in each vehicle. The media cards are secured within the recorder to which only supervisors have access via key. Spare media cards and keys to the recorders are available only to supervisors. The recorder activates a warning for the operator when the media card is nearing capacity. A supervisor shall be notified who will then replace the media card. The media card is then uploaded to the server by the supervisor. Once the upload is complete the files are automatically erased from the card. The media card is then available for re -use. BWCs have no user removable media cards and are downloaded by use of a docking station. If the video contains documentation of a use of force, the fact that there is a video should be included in the Use of Force Report form. In instances where there is a complaint against a member of the department, the supervisor receiving the complaint shall ascertain if the event in question was recorded. Video files are stored on the server located within the Police Department. Backup DVD's and/or Blu-ray discs (BD) are created automatically when there is enough data to fill a disk. Files that are tagged as evidence or for review will be kept live and accessible on the server for a period of 1 year. Files not tagged as evidence are kept on the server for a minimum of 90 days. If a video is needed after the 90 OPS-12.8 day period, it must be re -activated from the backup DVD/BD. All backup disks are stored in the evidence room and under the control of the Evidence Custodian. Only the Evidence Custodian, the Commander of Support Services, the Commander of Field Operations, and the Chief of Police are authorized to remove disks from the storage area. The Chief of Police has the discretion to authorize the deletion of any in car video recordings or body camera recordings that have been unintentionally captured, invasive or private, and not pertinent to any case or inquiry. 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. REDLINE VERSION Red highlights are deletions Green highlights are additions .•� OIL a s IN -CAR Original Date of Issue General Order Number July 30, 1999 99-08 Effective Date of Reissue Section Code April 9, 2019 1 OPS-12 Reevaluation Date Amends April 2021 1 OPS-12 Previous Version (2013) C.A.L.E.A. Reference 41.3.8 see "INDEX AS:" INDEX AS: Use of Force Traffic Stops Internal Investigations Recording Devices Evidence In -car Recorders Evaluations Body Worn Cameras (BWC) OPS-12.1 I. PURPOSE The purpose of this policy is to identify when recording devices should be used and procedures to be followed when using the recording equipment. Note: this policy specifically does not govern nor apply to covert operations and any related recordings. II. POLICY It is the policy of the Iowa City Police Department that all members serving a patrol or investigative function, to include road CSOs and Animal Control Officers, be required to use recording devices to collect evidence and document interactions between officers and the public. Only approved equipment will be used by department members and usage shall comply with the manufacturer's instructions. All videos are the property of the Iowa City Police Department. Any distribution of a video or portion of a video shall only be done with the authorization of the Chief of Police or his/her designee. The unauthorized playing or copying of any video is prohibited. OPS-12.2 III. DEFINITIONS Audio/video recording equipment consists of: 1. In -car recorders to include a camera, recorder, flashcard and LCD Display. These units are within the vehicle. A remote voice link device is carried by the officer. 2. Body worn cameras (BWC) of a type selected and issued by the Department, are cameras worn on an individual officer's person that record and store audio, video and metadata evidence. IV. PROCEDURES The Iowa City Policy Department has adopted the use of the BWC and in -car recorders to accomplish several objectives. The primary objectives are as follows: 1. BWCs and in -car recorders allow for accurate documentation of police - public contacts, arrests, and critical incidents. They also serve to enhance the accuracy of officer reports and testimony in court. 2. Audio and video recordings also enhance the Iowa City Police Department's ability to review probable cause for arrest, officer and suspect interaction, and evidence for investigative and prosecutorial purposes and to provide additional information for officer evaluation and training. 3. The BWC and in -car recorders may also be useful in documenting crime and accident scenes or other events that include the confiscation and documentation of evidence or contraband. The Commander of Administrative Services or his/her designee will supervise the use, storage, duplication and erasing of the material recorded by members of this department. If an officer notices that there is a problem with the equipment, he/she shall notify a watch supervisor. The watch supervisor will forward notification of the problem or malfunction to the Commander of Administrative Services or his/her designee. Only persons trained in the servicing of audio/visual equipment will service the equipment. Any defective unit will not be used, and when practical, will be removed from service until repaired. If an employee who is not trained in the use of the in -car recorder is assigned to a vehicle containing one, they should notify a supervisor at the conclusion of the assignment. The supervisor shall then assign identity to that portion of the video not identified. Officers are not required to inform the person(s) that the recording equipment is in use, however, it may be advantageous to do so to de-escalate a situation and possibly reduce the need to use force. People generally are on their best behavior when they know they are being recorded. OPS-12.3 Officers shall disclose the use of a video recorder upon inquiry. OPERATION OF THE RECORDING APPARATUS In -car Recording Apparatus Officers shall inspect and test the in -car recording system prior to each shift in order to verify proper functioning and shall notify their supervisor of any problems. In -car audio/visual recording units will be installed such that they are activated when: 1, turning on emergency lights 2. turning on siren 3. manual activation by pushing the ® record button 4. manual activation by remote voice link button 5. excessive speed with no lights or siren All traffic stops shall be recorded in their entirety. Officers should, to the extent possible, use the recording equipment to document the administration of field sobriety tests, remembering that safety is the first priority. In addition to traffic stops officers shall manually activate their recording equipment on calls for service and on self -initiated field activity if it involves an encounter with a person. The in -car recorder system's remote voice link device shall be carried by officers and utilized to record audio information outside the range of the vehicle microphones. Officers, if able, shall activate the in -car recorder system immediately upon being involved in a motor vehicle crash. It is recommended that officers give consideration to activating the in -car recorder system when responding to calls -for -service where video capture of persons/vehicles leaving the scene of incidents has investigative value. Once a recording unit has been activated it shall only be stopped when the incident in question is concluded unless allowed under this policy. When a recording is going to be made inside the Department by one of the OWI or interview room cameras, the in -car recorder may be deactivated while escorting the person into the Department as long as the BWC is activated. When leaving the Department, if still in the presence of the person, the in -car recorder shall be reactivated during transport of any person. When the recording is stopped, the in -car recorder system will allow a priority to be set. The following priorities are available: Priority 1 = normal recordings, traffic stops etc. Priority 2 = officer marking for personal review Priority 3 = file to be saved as evidence Priority 4 = OWI Priority 5 = for supervisor review Body Worn Cameras (BWC) OPS-12.4 When responding to a call for service officers shall activate the BWC prior to arriving on scene or at the first opportunity to safely do so. Additionally, officers shall activate the BWC at the initiation of any other law enforcement or investigative encounter between a police officer and a member of the public to include: Stops (including traffic stops), frisks, searches, arrests, consensual interviews and searches, enforcement actions of all kinds, and any encounter that becomes in any way hostile or confrontational. The BWC shall be activated when a firearm is used to destroy an animal. Exceptions to this requirement include interviews with victims of sexual assault, domestic abuse, or other sensitive crimes, or the recording of witnesses who are concerned about retaliation if they are seen as cooperating with the police. Officers' may also use their discretion during routine and casual situations such as officers on foot or bike patrol who wish to converse with neighborhood residents and where turning on a video camera could make the encounter seem officious and may make the person reluctant to speak with the officer. Officers may also deactivate their BWC during the following types of situations: In locations where individuals have a reasonable expectation of privacy, such as a residence, they may decline to be recorded unless the recording is being made pursuant to an arrest or search of the residence or the individuals or other enforcement action is occurring in such a location. The BWC shall remain activated until the event is completed in order to ensure the integrity of the recording unless the contact moves into an area restricted by this policy. Once an officer has finished investigating a collision and the involved parties have been released, the officer may deactivate the BWC prior to clearing the call to complete any paperwork. If an officer responds to assist with traffic control at the scene of a collision, fire or similar incident, the officer may deactivate the BWC as long as there is no interaction with persons or that interaction has ended. While on a tow call or issuing a parking citation as long as there is no interaction with persons or that interaction has ended and after capturing any violation or damage with the BWC. NOTE: The recording must be longer than 60 seconds in order for it to be accepted into the video system. Animal control calls (unless a firearm is used) as long as there is no interaction with persons or that interaction has ended. Other calls where there is no further interaction with persons or that interaction has ended, for example, an OWI investigation where the person has been taken to jail or otherwise released and the officer still has additional paperwork. OPS-12.5 When a recording is going to be made inside the Department by one of the OWI or interview room cameras, officers shall only deactivate their BWC after the appropriate room video system has been activated to avoid any lapses in recording. When leaving the Department, if still in the presence of the person, the BWC shall be reactivated prior to deactivating the OWI and interview room cameras to avoid any lapses in recording. If at any point during these types of calls any of the previously listed situations occur where a BWC is required, the BWC shall be reactivated. The above list is to serve as a guide and is not intended to be all inclusive. If in doubt, record it. If an officer fails to activate the BWC, fails to record the entire contact, or interrupts the recording, the officer shall document why a recording was not made, was interrupted, or was terminated. This is to include muting the audio. A brief statement in the recorder prior to the interruption shall be sufficient documentation. Procedures for BWC Use Officers shall inspect and test the BWC prior to each shift in order to verify proper functioning and shall notify their supervisor of any problems. Officers who are assigned BWC equipment shall use the equipment unless otherwise authorized by supervisory personnel. Police personnel shall use only BWCs issued by this department. The BWC equipment and all data, images, video, and metadata captured, recorded, or otherwise produced by the equipment is the sole property of the agency. Police personnel who are assigned BWCs must complete an agency approved and/or provided training program to ensure proper use and operations. Additional training may be required at periodic intervals to ensure the continued effective use and operation of the equipment, proper calibration and performance, and to incorporate changes, updates, or other revisions in policy and equipment. BWC equipment is the responsibility of individual officers and will be used with reasonable care to ensure proper functioning. Equipment malfunctions shall be brought to the attention of the officer's supervisor as soon as possible so that a replacement unit may be procured. The BWC shall be worn on the officer's chest with clear view to the front (not blocked by clothing or other equipment) and properly oriented. Procedures for Both In -car Recorder and BWC Use OPS-12.6 Officers shall not edit, alter, erase, duplicate, copy, share, or otherwise distribute recordings in any manner without prior written authorization and approval of the Chief of Police or his or her designee. Officers are encouraged to inform their supervisor of any recordings that may be of value for training purposes. Requests for deletion of portions of the recordings (e.g., in the event of a personal recording) must be submitted in writing and approved by the Chief of Police or his or her designee. All requests and final decisions shall be kept on file. Officers shall note in their incident, arrest, and related reports when recordings were made during the incident in question. However, BWC recordings are not a replacement for written reports. Restrictions on Using the In -car Recorder or BWC In -car recorders and BWCs shall be used only in conjunction with official law enforcement duties and shall not be used to record the following: • Encounters with undercover officers or confidential informants. • When on break or otherwise engaged in personal activities. • Communications with other police personnel without the permission of the Chief of Police. • Unless in the scope of officers' official duties and with an articulable reason, officers will not use their in -car recorder or BWCs in any location where individuals have a reasonable expectation of privacy, such as a restroom or locker room. Storage and Release All files shall be securely downloaded periodically and no later than the end of each shift. Each file shall contain information related to the date, in -car recorder or BWC identifier, and assigned officer. All images and sounds recorded by the in -car recorder or BWC equipment are the exclusive property of the Iowa City Police Department. Accessing, copying, or releasing files for non -law enforcement purposes is strictly prohibited. All access to in -car recorder or BWC files must be specifically authorized by the Chief of Police or their designee, and all access is to be logged and available for audit to ensure that only authorized users are accessing the data for legitimate and authorized purposes. OPS-12.7 Files shall be securely stored for a period three years. After three years, the video system will automatically prevent the ability to restore a backed up video to live status. Then, on a quarterly basis, the Property and Evidence Custodian or designee will destroy all backed up files that reside on physical storage such as DVD and Blu-ray discs that have reached their retention limits. A listing of the destroyed discs will be forwarded to the Commander of Administrative Services. Files needed as evidence or for some other articulable purpose will be separately retained. r sha-MVPM of their investigative narrative separate heading, list all officers that made recordings at any time of th Officers who are not assigned as the primary officer shall make the p recap m Supervisory Responsibilities At least on a semi-annual basis (Jan-Jun/Jul-Dec), supervisors will randomly* review two in -car or BWC recordings of each employee under their supervision to ensure that the equipment is operating properly and that officers are using the devices appropriately and in accordance with policy and to identify any areas in which additional training or guidance is required. On January 1 st and August 1 sc of each year, each Watch Commander, Lieutenant of Investigations and Animal Control Supervisor, shall forward to the Commander of Field Operations the information on the prescribed form (Appendix A). 'Randomly, for the purpose of this policy, means videos randomly selected that are not already being reviewed for another purpose. Media Card Control Normally, video for the in -car recorders is downloaded wirelessly through a secured wireless connection. In the case of failure of that system, the video files will need to be downloaded manually. In -car recorder videos are captured on media cards on a recorder located in each vehicle. The media cards are secured within the recorder to which only supervisors have access via key. Spare media cards and keys to the recorders are available only to supervisors. The recorder activates a warning for the operator when the media card is nearing capacity. A supervisor shall be notified who will then replace the media card. The media card is then uploaded to the server by the supervisor. Once the upload is complete the files are automatically erased from the card. The media card is then available for re -use. BWCs have no user removable media cards and are downloaded by use of a docking station. If the video contains documentation of a use of force, the fact that there is a video should be included in the Use of Force Report form. In instances where • there is a complaint against a member of the department, the supervisor receiving the complaint shall ascertain if the event in question was recorded. Video files are stored on the server located within the Police Department. Backup DVD's and/or Blu-ray discs (BD) are created automatically when there is enough data to fill a disk. Files that are tagged as evidence or for review will be kept live and accessible on the server for a period of 1 year. Files not tagged as evidence are kept on the server for a minimum of 90 days. If a video is needed after the 90 day period, it must be re -activated from the backup DVD/BD. All backup disks are stored in the evidence room and under the control of the Evidence Custodian. Only the Evidence Custodian, the Commander of Support Services, the Commander of Field Operations, and the Chief of Police are authorized to remove disks from the storage area. 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. ■ DATE: May 14, 2019 TO: City of Iowa City Council FROM: Community Police Review Board Members Re: proposed amendment to Ordinance 8-8, and bylaw for the Community Police Review Board The members of the CPRB request that the City Council consider adopting the following proposed revisions to the CPRB ordinance and bylaws. The following shall be added to the Ordinance as new SECTION 8-8-12: At the beginning of each fiscal year, the City Council shall appoint one council member to serve as a liaison to the board. 2. Section 3 of Article III of the Community Police Review Board Bylaws for shall be amended to read as follows (with additions shown in bold and underline): Orientation for New Members. Prior to the first regular meeting following their appointment, new members shall be provided with copies of the ordinance creating the Board, the written policies of the Iowa City Police Department, the Board by-laws, open records law, open meetings law, the name of the council member appointed by the City Council to serve as the liaison to the Board, and other documentation that would be useful to Board members in carrying out their duties. They shall also be given an orientation briefing by the appropriate City staff and the Board as deemed appropriate. The general purpose of the liaison position shall be to help facilitate communication between the members of CPRB and members of the City Council about the overall makeup and function of the CPRB. The liaison will be a specific person to contact to provide a safe and comfortable vehicle for members of CPRB to express any concerns about the composition, cohesiveness and effectiveness of the CPRB. This will allow the Council to ON receive information needed to be aware of concerns related to the function of the CPRB, and make decisions/changes when necessary. This will also be especially beneficial in cases in which a CPRB member(s) do not feel comfortable airing concerns related to the inner workings of the CPRB openly during CPRB meetings. COMMUNITY POLICE REVIEW BOARD OFFICE CONTACTS April 2019 Date Description None. May 14, 2019 Mtg Packet COMMUNITY POLICE REVIEW BOARD COMPLAINT DEADLINES CPRB Complaint #19-01 Filed: 02/11/19 Chief's report due (90 days): 05/10/19 Chief's report filed: ??/??/l9 CPRB meeting #1 (Review): ??/??/19 CPRB meeting #2 (Review): ??/??/19 CPRB meeting #3 (Review): ??/??/l9 CPRB report due (90 days): 08/09/19 June 11, 2019 July 9, 2019 August 13, 2019 September 10, 2019