Civilian Police Review & Advisory Board

MEETING MINUTES CIVILIAN POLICE REVIEW AND ADVISORY BOARD Special Meeting August 9, 2023, 12:00 p.m. Virtual (via Zoom) Members present included Dady Dadyburjor, Robert Cohen, Rachel Fetty and Nicole Lauffer NEW BUSINESS A. Drafting of By-Laws: Members commented on liking the overall structure and flow of the draft by-laws. Rachel Fetty made suggestions related to having a more user-friendly tone and language. Rachel Fetty will send suggested language to Bob Cohen regarding this type of language for the purpose section. A suggestion was made to add a misconduct definition for the board or to define misconduct situations in the body of the document. Nicole Lauffer made a suggestion to expand the definition of written notice in Article V-to include email. There was discussion of what should constitute sufficient absences to trigger the removal of Board members from office. The board decided to draft a tentative limit of three absences a year, with language to include a sufficient number of absences to make it impossible for the Board to conduct business would be considered to be grounds for removal, as well as defining exceptions for illness, family emergencies etc. with the Chair to decide if an absence is excused. There was discussion as to whether a formal liaison to the MPD needs to be appointed, along the pros and cons of confirming the Chair as liaison or the Chair’s designee vs. a liaison to be chosen by a vote of the Board. It was decided to explicitly state that the Chair or their designee will be the liaison. The use of Robert’s Rules was discussed, with the conclusion being to run the consideration by the full board as to whether meetings should follow this structure, or just need something minimal such as time limits for speakers. The need for clarification that the Board seeks out the guidance of the City Clerk for open meeting requirements and the criteria for emergency meetings was discussed. The importance of preserving voting and participation rights for Board participants that attend meetings electronically was discussed, with special emphasis needed that electronic participants constitute part of any meeting quorum. Voting requirements and the option to allow for the filing of written explanation of votes were discussed. This voting option was cited from the Eugene, Oregon example. There was also discussion of not allowing proxy votes, with agreement from all present members. Present board members reached a consensus to include the option to file a written explanation of votes with these explanations to be included at the end of meeting minutes. Clarification of the time period for police ride-along training requirements was discussed, with present members deciding on requiring new members to perform a ride-along if they have done similar within the past two years. There was also discussion of a minimum number of ride-along hours to be required, with the group settling on a three-hour minimum and notification to be sent by the board member to the Chair when ride-along requirements are completed. As well, it was also discussed that the reappointment of a member to the Board does not automatically trigger the need for another ride- along. The Board discussed the need to review the second half of the by-laws draft, with a tentative target of two weeks from this August date to perform another by-laws special meeting review. ADJOURNMENT: Dady Dadyburjor motioned to adjourn the meeting. Nicole Lauffer seconded. The meeting was adjourned unanimously.