San Leandro Municipal Code Art. 4 Conduct of Business

The current edition of Robert's Rules of Order Newly Revised, except where inconsistent with the express provisions of law or these Rules of Procedure or other resolutions of the Board, shall govern the conduct of meetings of the Board.

Before proceeding with the business of the Board, the Secretary shall call the roll of the membership, and the names of those present shall be entered in the minutes. If a Board Member is unable to attend a meeting the Chair must be notified before the meeting. The Chair shall notify the Board Secretary and City Clerk of any such absences.

Each person addressing the Board during public comments shall direct their comments to the Board. Unless additional time is granted by the Chair, all remarks shall be limited to two minutes. The Chair may adjust the time for remarks for all speakers at the Chair's discretion. All remarks shall be addressed to the Board as a body and not to any individual member thereof. No person, other than members of the Board and the person having the floor, shall be permitted to enter into any discussion, either directly or through a member of the Board, except through the Chair.

The Board shall submit an annual report and workplan to the City Council via the City Manager no later than June 30 of each year. The IPA shall be responsible for assisting the board in preparation of the annual report and workplan. The annual report shall contain a description of the Board activities for the preceding year, status and outcome of policy review and recommendations, any observed trends or data, community outreach efforts, and attendance records of members.

The IPA serves as the law enforcement subject matter expert to the Board. The Board may receive Penal Code § 832.5 complaints and shall refer them for further review to the IPA or the internal affairs/professional standards function of the Police Department. The standard method by which such referrals shall be conducted is by directing the complainant to the relevant website, email address or other identified contact information of the Board, the IPA or the Professional Standards division of the Police Department. The IPA shall, if appropriate, with the Police Chief's and the specifically affected Police Department personnel's written consent, provide referrals for voluntary and confidential mediation of specific complaints to community-based mediation services provided by trained or certified mediators. The Independent Police Auditor shall assist the board with classifying Penal Code § 832.5 complaints; analyze local, State, and national police data and trends; make expert recommendations. At the City Manager's discretion, the IPA may further assist the Board in developing its workplan and annual report, including providing aggregated data related to IPA actions and police personnel complaints, or may refer policy matters to the Board with a recommendation for review when in the IPA's judgement such review is warranted. The IPA will also, in collaboration with the City Manager, support the Board's public outreach activities.

1. Access to Records, Information and Data. The Board may initiate requests to the City Manager or Police Chief for any records, information, or data needed to conduct its policy review function. Such requests shall be made during a public meeting and submitted in writing, with the approval of the majority vote of the Board. Responses to such information requests shall be provided consistent with the City's standard practices for California Public Records Act requests.

2. Policy Review and Recommendations. The Board or the IPA may monitor, review, and provide input on Police Department policies, and receive reports from the Police Department on policies that indicate a need for review based on trends and data or that are, in the judgment of the majority of the Board, of compelling community-wide concern. The Board shall present recommendations regarding police policies in writing to the Police Chief. The Police Chief or their designee will respond in writing, with reasons stated if modified or not accepted. During the first two years since the Board's initial formation, such responses will be provided within 90 days following receipt of the request, and the Police Chief will respond sooner when practicable. This 90-day timeline shall be revisited to determine if a shorter review period is feasible after the conclusion of the initial two-year period. The City Manager shall receive recommendations modified or not approved by the Chief. Any responses shall be included in the Board's annual report to the City Council. The Board may submit a written response to any denied or modified recommendations to the City Manager for their consideration and response. The City Manager will respond to such requests within the next two subsequent regular meetings of the Board. The records of all recommendations and responses shall be treated consistent with the California Public Records Act and may be included in the Board's annual report. The timelines set forth in this section are advisory and every effort will be made to comply with them in good faith, and may be adjusted at the discretion of the City Manager.

3. Process for Complaint Handling and Policy Review Requests Received from the Public. The CPRB shall establish and publish clear procedures for handling public complaints and policy review requests. Complaints or review requests may be submitted in writing, online, in person at public meetings, or through other practical means. Anonymous complaints are allowed but may limit the Board's and IPA's ability to conduct a thorough investigation. Personnel complaints will be forwarded to the IPA, who will keep the complainant informed of the investigation's progress. Policy review requests will be considered if approved by the majority of the Board and included in its annual work plan. The Board will keep the requesting party updated on the status of policy matters accepted for review and report any actions taken in its annual report.

4. Police Department Budget. At the City Manager's discretion and as part of the City Council's normal citywide biennial budget development process, the CPRB may provide input into the Police Department budget.

Upon notice of vacancy for the position of Chief of Police, the City Manager shall provide a report on the job requirements, application process, and evaluation criteria of candidates for the Chief of Police. The Board shall receive the report and may make recommendations to the City Manager regarding the job requirements, application process, and evaluation criteria.