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HomeMy WebLinkAboutItem B: Annual Meeting with Police Commission ECC UGENE ITY OUNCIL AIS GENDA TEM UMMARY Work Session: Annual Meeting with Police Commission Meeting Date: July 23, 2012 Agenda Item Number: B Department: Eugene Police Department Staff Contact: Carter Hawley www.eugene-or.gov/policecommission Contact Telephone Number: 541-682-5852 ISSUE STATEMENT This is a work session with members of the Police Commission to review the commission’s work from Fiscal Year (FY) 2012, and approve its work plan for FY 2013. BACKGROUND Each year, the City Council meets with members of the Police Commission to review its annual report and approve a work plan for the upcoming year. Major highlights from FY 2012 are provided in Attachment A and include:  Completed review and recommendations to the Police Chief about Vehicle Pursuits, Canine Use and Search and Seizure Policies;  Held forum and made recommendations related to the Downtown Public Safety Zone;  Engaged community in lengthy, meaningful dialogue about Monroe Street Public Safety Station, and developed recommendations based on that input;  Learned about street gang violence and the Police Department’s response Attachment B is the commission’s proposed FY 2012 Work Plan, adopted by the Police Commission on June 14, 2011. The major components of the work plan include:  Design and host a “State of Public Safety” panel  Find better ways to routinely respond to public comments  Review policies related to domestic violence with affected community groups RELATED CITY POLICIES The City Council-adopted vision and goals includes two statements relevant to this item: 1)Safe Community – a community where people feel safe, valued and welcomed, and; 2)Effective and Accountable Municipal Government – a government that works openly, collaboratively, and fairly with the community to achieve measurable and positive outcomes. S:\CMO\2012 Council Agendas\M120723\S120723B.doc COUNCIL OPTIONS The Police Commission is requesting the City Council approve a work plan for the current fiscal year. The City Council may: 1.Approve the Police Commission FY 2013 Work Plan as proposed; 2.Amend the work plan and approve the plan as amended; 3.Direct the Police Commission to modify the work plan and present the revised version to the City Council for approval at a later date. CITY MANAGER’S RECOMMENDATION The City Manager recommends that the council approve the Police Commission FY 2013 Work Plan as proposed and presented in Attachment B. SUGGESTED MOTION Move to approve the Police Commission’s FY 2013 Work Plan. ATTACHMENTS A.Police Commission FY 2012 Annual Report B.Police Commission FY 2013 Work Plan FOR MORE INFORMATION Staff Contact: Carter Hawley Telephone: 541-682-5852 Staff E-Mail: carter.r.hawley@ci.eugene.or.us S:\CMO\2012 Council Agendas\M120723\S120723B.doc CITY OF EUGENE POLICE COMMISSION FY 2012 ANNUAL REPORT FY 2012 Police Commission Members Juan Carlos Valle, Chair Jesse Lohrke Tamara Miller, Vice Chair James Manning Bernadette Conover Tim Mueller Mike Clark, City Councilor Kitty Piercy, Mayor Jim Garner Andrea Ortiz, Councilor Linda Hamilton Bob Walker Kaitlyn Lange For more information on the Police Commission, please contact: Carter Hawley, Police Analyst Phone: (541) 682-5852 carter.r.hawley@ci.eugene.or.us www.eugene-or.gov/policecommission This is a status report of Police Commission activities from July 2011 through June 2012. Please contact Chair Juan Carlos Valle at 541-337-6294, or staff with any questions. The Police Commission’s FY 2012 Work Plan was approved by the City Council on September 26, 2011. The items contained in the work plan are intended to address the Commission’s goals which are called out in the Commission bylaws and the enabling ordinance, and listed below: Goals of the Commission - 1. Increase communications between police and the community, leading to a greater understanding of the preferred policing alternatives for the city. 2. Identify police policy and resource issues related to preferred policing alternative 3. Decrease misunderstandings regarding the nature of adopted police policies, practices and approaches. 4. Provide input on police policies that reflect community values. 5. Assist the City Council in balancing community priorities and resources by advising it on police resource issues. The work plan was designed to address these issues, and did so through a series of work plan objectives. The objectives and the year-end status are listed below. 1 Working with other commissions and boards, organize a hate crimes conference to be held in FY 2013. Status: Two meetings were been held. This item was included in the Police Commission work plan, but was not an area of focus for the Equity and Human Rights Center. As a result, the Police Commission reprioritized its work for FY 2013, and this conference is a lower priority. The Police Commission will continue to work with the Human Rights Commission to find areas of mutual interest. 2 Create a Hate Crimes Conference Committee to address details related to conference. Status: Members of the Hate Crimes Conference work group were identified from the Police Commission and Human Rights Commission. Two meetings were been held. No additional meetings have been scheduled. 3 Through continued Policy Screening and Review Committee, review policies to assure policies protect civil rights and liberties of everyone, including search and seizure, juvenile detention, property procedures and canine policies. Status: The Committee has concluded its review of the following policies: 322 - Search and Seizure 700 - Fitness Center 314 -Vehicle Pursuit Policy 324 - Temporary Custody of Juveniles 318 - Canine Program 900 - Temporary Holding Facility 710 - Locker Room Facilities 804 - Property and Evidence 4. Through continued Outreach and Resource Committee develop outreach tool kit. Status: The tool kit has been completed and approved by the Police Commission. 5. Through continued Outreach and Resource Committee, identify increased opportunities for outreach and meaningful input between the Police Department and the community. Status: In response to the Police Department’s announcement of the closure of the Monroe Street Station, the Outreach and Resource Committee embarked on an extensive outreach effort, meeting with several neighborhood associations, government and non-profit partners, and businesses. The resulting recommendations regarding the Monroe Street Station more clearly reflected the community perspectives and interests. 6. Through continued Policy Screening and Review Committee, review proposed EPD policies to assure they reflect and respect Eugene’s rich culture and diversity. Status: Members of the FY 2012 Police Commission Annual Report public attend the Committee meetings, and are able to provide public comments. A time is set aside on every agenda for community dialogue. Members of the public as well as interested organizations can have a two-way meaningful dialogue with the Committee members and Department staff about their concerns and interests related to the policies under review. 7. Through the continued Outreach and Resource Committee, conduct a community survey to assess the level of community trust and understanding. Status: A community survey was conducted in November 2011. Preliminary analysis has been completed, and the results shared with the Police Department. 8. Establish listening sessions between Eugene Police Department staff and the community Status: The Police Department has conducted listening sessions with community members since May 2009. The Commission has been briefed on the status and results of those listening sessions and no additional listening sessions are scheduled. 9. Coordinate joint meetings with the Citizen Review Board. Status: A joint meeting with the Civilian Review Board was held in September 2011, with subsequent regular annual meetings scheduled for the first meeting after the August break. 10. Coordinate joint meetings with the Human Rights Commission. Status: A meeting is being scheduled between the leadership of the Police Commission and the Human Rights Commission. 11. Increase understanding of gang violence in Eugene, and identify possible role for Police Commission in policies, education, resources or outreach. Status: The Police Commission regularly receives briefings from the Police Department about gang violence, and the Department’s proposed Gang Symposium. As the Symposium planning progresses, any appropriate roles for the Commission will be identified. The chief includes information, when it is available, about gangs in his monthly report at the Commission meeting. 12. Increase understanding of domestic violence in Eugene, and identify possible role for Police Commission in policies, education, resources or outreach. Status: At its meeting December 8, 2011, the Commission received a thorough briefing from a Police Department detective largely responsible for the Department’s response to domestic violence. No immediate role for the Commission was identified. 13. Increase understanding of system serving juveniles, with involvement from various public agencies, and identify possible role for Police Commission in policies, education, resources or outreach. Status: At its meeting in October, the Commission discussed all of the topics for further study, including juvenile services. They prioritized the discussions, based on the likely ability of the Commission to have a meaningful role in the topic. Services for juveniles were lower on the priority list, because of the multiple players, inadequate funding, and unclear resolution. The Commission received an informational presentation from Kids’ First, a non- profit housed at the District Attorney’s Office to lessen the trauma experienced by child victims of abuse. 14. Increase understanding of complex system involving jail bed capacity, with involvement from various public agencies and identify possible role for Police Commission in policies, education, resources or outreach. Status: At its meeting in October, the Commission discussed all of the topics for further study, including jail bed capacity. They prioritized the discussions, based on the likely ability of the Commission to have a meaningful role in the topic. Jail bed capacity was lower on the priority list, because of the multiple players, inadequate funding, and unclear resolution. 15. Increase understanding of interrelation between social services and public safety, with involvement from various public and non-profit organizations, and identify possible role for Police Commission in policies, education, resources or outreach. Status: At its meeting in FY 2012 Police Commission Annual Report October, the Commission discussed all of the topics for further study, including the relationship between social services and public safety. An additional briefing for the Commission was held in July 2012. The work listed above was completed in committee meetings and at meetings of the full commission. Two committees were active through FY 2012: The Policy Screening and Review Committee, and Outreach and Resource Committee. Policy Screening and Review Committee (PSRC) The is designed as a multi-year effort to assist the department in updating the police policy manual, utilizing the LEXIPOL structure as the framework for a comprehensive policy review process. Status: This committee has continued to meet and has completed its review of the following policies: 322 - Search and Seizure 314 -Vehicle Pursuit Policy 318 - Canine Program 710 - Locker Room Facilities 700 - Fitness Center 324 - Temporary Custody of Juveniles 900 - Temporary Holding Facility 804 - Property and Evidence Outreach and Resource Committee The is charged with developing the tools and practices to increase the Police Commission’s outreach within the Community, while also monitoring and making recommendations about resources available to the Eugene Police Department. Status: The Outreach and Resource Committee developed recommendations based on extensive community engagement about the closure of the Monroe Street Public Safety Station. In addition, it commissioned a community survey, and developed an Outreach Toolkit. Additional Work Items In addition to the items listed above and anticipated in the Commission’s annual work plan, the following topics have been addressed by the Police Commission: - Discussion and resolution of new requirement to videotape Police Commission meetings. Status: The Commission discussed this, to balance the needs of the City to provide a transparent, accessible video record of the Commission meetings, with the logistics and costs associated with videotaping. The Police Department funded Metro TV videotaping through December 2011, while staff developed a more cost effective option using an existing video camera owned by the Police Department. Commission meetings continue to be video recorded, and all committee meetings are audio recorded. - Public Forum and Discussions about the Downtown Public Safety Zone. Status: The Commission was requested by the City to hold a public forum, which was held in December 2011. After the public forum, the Commission further discussed the topic and the community’s response. The Commission developed a recommendation to extend the Downtown Public Safety Zone regulations and forwarded those recommendations through the Council Liaison, Councilor Clark, to the City Council in January 2012. - Occupy Eugene. The Commission discussed Occupy Eugene, and voted to take a position in support of closing the Occupy Eugene campsite at Washington Jefferson Park. The motion failed to pass, with a 6-6 vote. - Identify New Meeting Space. Status: A new meeting space is necessary due to the pending vacation of City Hall. After reviewing possible sites in Eugene, and ruling out those with fees for use, inaccessible by the public, or otherwise incompatible with the Police Commission’s FY 2012 Police Commission Annual Report needs, the Commission decided to meet at the Community Room in the new Police Headquarters. Moving to this space will occur for the September 2012 Commission meeting. - Kids’ First Presentation. The Commission requested a presentation from Kids’ First, which was provided by the Executive Director of the Agency, the Prosecuting Attorney, and the Chairman of the Board of Directors. The presentation focused on the value of Kids’ First to the Police Department and the criminal justice system. The Commission expressed its support for the continuation of the program. - Working City Video Spot. The Commission was offered a spot on Working City, brief video highlights of various programs of the City. Several members of the Commission were interviewed and the piece was produced. - Social Host Ordinance. The Commission requested a presentation about the Social Host Ordinance, proposed legislation the Police Department was working on with Neighborhood Services. Several community members came and spoke about the ordinance. - Budget Discussions. Twice, the Commission discussed the budget and costs associated with the Police Commission. The first discussion focused on decisions related to video- taping, minutes recorder, and the provision of food at the meeting. The second discussion focused on the recently released budget targets for the City and Department, as well as possible implications for the Police Commission. - Robert’s Rules of Order. The Commission received an overview of Robert’s Rules of Order, and how to use this tool to effectively and efficiently run their meetings. Attached for Council information is a sample of some of the work accomplished by the Police Commission in FY 2012, including the Outreach Toolkit, developed after the outreach efforts around the closure of the Monroe Street Station, and a summary of the community survey conducted to ascertain the level of trust and understanding between the Police Department and the Community. FY 2012 Police Commission Annual Report Public Opinion Survey Conducted for the Eugene Police Commission In November 2011, Advanced Marketing Research conducted a public opinion survey for the Eugene Police Commission. One of the key goals of the Police Commission is to improve the trust, understanding and communication between the Police Department and the community it serves. This survey provides baseline information about those key issues. A random phone survey was conducted, producing statistically valid results for the overall population. Demographics were collected to learn more about how factors such as income, age and race/ethnicity affect perceptions and responses. Those differences which are statistically reliable are highlighted below. 80% Trust the Eugene Police Department 80% of all respondents stated they somewhat or highly trusted the Eugene Police Department, This is slightly lower among people of color (75%), people who rent (70%), and people who make less than $15,000 per year (64%) The percentage of people with higher levels of trust than the general population include higher among people who own their home (86%), people making more than $50,000 (90% ) 63% of all respondents rated the performance of Eugene Police Department as good or excellent. 73% of people over age 65 provided a good or excellent rating, while 57% of people under age 34 provided similar rating. FY 2012 Police Commission Annual Report Eugene Police Commission Outreach Toolkit In 2011, the Eugene Police Commission embarked upon a comprehensive outreach effort to gauge the community needs and concerns related to a proposal by the Eugene Police Department to close a community police station. A committee of the Commission spent several months meeting with members of the community, neighborhood groups, business leaders, non-profit organizations and staff directly affected by the closure. The result was a set of recommendations rooted firmly in the expressed concerns of the public. In addition to developing the recommendations, the Commission sought to capture the steps taken and documents produced, to begin to create a toolkit to help the Commission or the Department on subsequent important outreach efforts. While every step does not need to be taken in every situation, this can serve as a check list of items to consider in every case. 1. Define the project Clearly define the decision or options known Clearly define the timeline consistent with externally established deadlines Clearly define the purpose of the outreach effort 2. Identify all possible affected parties Who are the people affected by this? 3. Identify unique strategy to communicate with each segment of the community What are the specific tools that can be used with each segment? Social media? Public meetings? Small discussions? Flyers? Use multiple formats throughout the process, noting what is successful 4. Document all media efforts Create running tally of meetings, comments, media pieces 5. Document and report back all comments received Indicates and documents that all comments were heard, and considered. Helps capture breadth of comments, both the loudest and last, as well as the quiet and first comments 6. Consider Triple Bottom Line Evaluate and provide the public with the analysis of the fiscal impact of any proposal, as well as the sustainability and social impacts 7. Share findings Share information throughout the process with others, to gain and maintain credibility and support for project 8. Seek status reports on results Obtain periodic status reports for the work and recommendations of the public, until the project is complete 9. Report back to all who provided comments Provide feedback to people who invested their time, to let them know what happened with their comments Check back with the stakeholders after the project is complete to gather their perceptions after the project is complete FY 2012 Police Commission Annual Report 10. Debrief the process, document what worked well and what could be improved. FY 2012 Police Commission Annual Report CITY OF EUGENE POLICE COMMISSION FY 2013 WORK PLAN Police Commission Members FY 2012 Membership Juan Carlos Valle, Chair Jesse Lohrke James Manning Tamara Miller, Vice Chair Tim Mueller Bernadette Conover Kitty Piercy, Mayor Mike Clark, City Councilor Andrea Ortiz, Councilor Jim Garner Bob Walker Linda Hamilton Kaitlyn Lange FY 2013 Membership Juan Carlos Valle, Chair Kaitlyn Lange Tamara Miller, Vice Chair Jesse Lohrke Bernadette Conover James Manning Mike Clark, City Councilor Andrea Ortiz, City Councilor Jim Garner Joe Tyndall Linda Hamilton Bob Walker For more information on the Police Commission, please contact: Carter Hawley, Police Analyst Phone: (541) 682-5852 carter.r.hawley@ci.eugene.or.us www.eugene-or.gov/policecommission Police Commission Mission Statement The Eugene Police Commission recommends to the City Council, the City Manager, the Eugene Police Department, and the people, the resources, preferred policing alternatives, policies and citizens' responsibilities needed to achieve a safe community. We strive to create a climate of mutual respect and partnership between the community and the Eugene Police Department that helps achieve safety, justice and freedom for all people in Eugene. Background The Eugene Police Commission is a twelve-member volunteer body that acts in an advisory capacity to the City Council, the Chief of Police and the City Manager on police policy and resource issues. The commission’s enabling ordinance, adopted in December of 1998, requires that it develop a yearly work plan for City Council review and approval. Work plans follow a July 1 – June 30 fiscal year (FY) schedule. Major accomplishments over the past five years include the following highlights: Recommendations for a Crisis Intervention Team (CIT) (FY 2008)  Policy on Taser Pilot Projects (FY 2008)  Recommendations on several significant policies including Mental Health Crisis Response and  Communication with People with Disabilities (FY 2009) Development of a Public Outreach Committee to strengthen the relationship between the  public and the Police Department (FY 2009) Developed recommendations on all force-related policies including the Taser policy (FY 2011)  Reviewed and made recommendations on the downtown exclusion zone ordinance (FY 2011)  Worked with community around closure of Monroe Street Public Safety Station (FY 2012)  Conducted community survey to determine public perception of Eugene Police Department  (FY 2012) Reviewed and made recommendations on police policies related to search and seizure, use of  canine, vehicle pursuits and holding facilities (FY 2012) Developed Outreach Toolkit to document efforts taken with closure of Monroe Street Station,  and to provide template to facilitate community outreach on subsequent projects (FY 2012) The projects proposed for the commission’s FY 2013 Work Plan are described in more detail in the following sections. Police Commission Goals As spelled out in the adopted bylaws, the Police Commission has five goals, which guide the Commission’s annual work activities. The FY 2013 work plan is organized along the goals. Under each goal are the proposed work plan items that the Commission will work on during FY 2013. Goal 1 – Ensure that the policies and procedures of the Eugene Police Department protect the civil rights and liberties of everyone in Eugene. Work Plan Objective 1.1 – Through continued Policy Screening and Review Committee, review policies to assure policies protect civil rights and liberties of everyone, including development of policies to address the safety of people in custody, and what to do with people in custody turned away from the Jail. Work Plan Objective 1.2 – Convene community groups to review domestic violence policies to assure the policies are effective, and protect the rights and liberties of everyone. Goal 2 – Promote policing that respects and reflects Eugene’s rich culture and diversity FY 2013 Police Commission Work Plan Work Plan Objective 2.1 – Hold a student forum on the campus at the University of Oregon to solicit ideas and input from students. Work Plan Objective 2.2 – Through continued Policy Screening and Review Committee, review proposed EPD policies as they are converted to the new LEXIPOL format, to assure they reflect and respect Eugene’s rich culture and diversity. Goal 3 – Increase communications, understanding and trust between police and the people in Eugene Work Plan Objective 3.1 – Through forums and panels proposed for FY 2013, increase communication and understanding and trust between police and the people in Eugene. Work Plan Objective 3.2 – Develop better way to respond to public comments in meetings, to improve sense of Commission engagement and response to public comments. Work Plan Objective 3.3 – Coordinate joint meetings with the Citizen Review Board and Human Rights Commission to increase mutual understanding and trust. Goal 4 – Encourage problem solving and partnerships between people, neighborhoods and other agencies and police Work Plan Objective 4.1 – Organize and hold a community panel on the State of Public Safety. Work Plan Objective 4.2 – Pursue including hate crimes work in with Gang Symposium scheduled in Fall 2012. Goal 5 – Provide fair opportunities for the public and criminal justice professionals to comment and participate in the commission’s work recognizing the interconnectedness of the criminal justice system Work Plan Objective 5.1 – Coordinate and organize a panel to discuss the State of Public Safety, to garner community support Work Plan Objective 5.2 – Through community discussions about domestic violence, and participation in the gang symposium, provide opportunities for the public to comment about these aspects of criminal justice. An additional priority objective was developed regarding reviewing resources, meeting schedules and balancing the priorities of the Commission. While this does not fit in the adopted Commission goals, in FY 2013 it will be critical for the Commission to continually review and assess its priorities and resources. The Police Department has redirected staff resources from the Police Commission to perform duties formerly completed by vacant positions. Up to approximately 510 hours of staff time are available and can be contributed to the Commission’s work plan. Additional Possible Work Items In addition to the items enumerated above, the Commission identified other work, which it may address during FY 2013. Those items are listed below: - Develop policy related to restroom use for people in custody FY 2013 Police Commission Work Plan - Hold a forum to solicit community input related to the Downtown Public Safety Zone, depending on Council action - Attend every neighborhood group once per year, and attend the neighborhood summit - Review the selection process and choice of vehicle purchases by Eugene Police Department - Review department policies with focus on community and commission values, rather than a detailed technical review of policy language - Continue the work on the Hate Crimes Conference - Discuss collaboration with social services, resulting in less work for Eugene Police Department, including crime prevention - Support National Night Out - Hold one meeting in a community center - Provide time in meetings to respond to community incidents and community comments - Review laws that affect homeless people disproportionately and look at unnecessary laws that could be dropped. Work Plan Tasks The Police Commission will accomplish its work through work committee meetings and work sessions. Committees Two committees from FY 2012 are proposed to carry over to FY 2013: Policy Screening and Review Committee, and Outreach and Resource Committee.  Policy Screening and Review Committee (PSRC) Theis designed as a multi-year effort to assist the department in reviewing policies as they are updated. This committee began reviewing policies in FY 2009. In FY 2013 the committee will continue its process of screening policies and making suggestions for revisions. It is recommended that this committee continue through FY 2013.  Outreach and Resource Committee The is charged with developing the tools and practices to increase the Police Commission’s outreach within the community, while also monitoring and making recommendations about resources available to the Eugene Police Department. The FY 2012 work plan anticipated that this committee would cease at the end of FY 2012, however additional work is referenced in this work plan that could be referred to this committee, including how to improve the meaningful communication between the public and the members of the Commission at meetings and developing a forum to be held at the University of Oregon to solicit input. If the Commission determines this work is best done in a committee, it is recommended that this committee continue to do the work through FY 2013. Work Sessions The Police Commission routinely meets twelve times a year. At its meeting, the Commission reviews work of the Committees, hears presentations about topics of interest, and makes recommendations to the Chief of Police, City Manager and City Council. For FY 2012, the Commission will schedule presentations about various topics, to help achieve their proposed work plan. Additionally, the Commission will seek to have a joint meeting with the Human Rights Commission leadership and the Civilian Review Board, to further work of mutual interest. FY 2013 Police Commission Work Plan