Police Citizen Review Subcommittee — Portland, ME
Date: 2025-12-10
Time: 18:00

City of Portland
 Police Citizen Review Subcommittee

 AGENDA
 December 10, 2025
 6:00 PM


1. Zoom information


a On Wednesday, December 10, 2025 at 6:00 p.m., the Police Citizen Review Subcommittee will conduct a
. virtual meeting. This meeting will take place remotely using Zoom.

 This meeting will be held remotely pursuant to the Remote Meeting Policy adopted by the Police Citizen
 Review Subcommittee and as authorized under 1 M.R.S. 403-B . Allow your computer to install the free
 Zoom app to get the best meeting experience. If you are not able to attend live, a recording will be available
 following the meeting.

 For public comment, you will need to use the "raise your hand" feature. To raise your hand via the
 telephone, please hit *9. You will be unmuted by the host when it is time for public comment.

 You are invited to a Zoom webinar!
 When: Dec 10, 2025 06:00 PM Eastern Time (US and Canada)
 Dec 10, 2025 06:00 PM
 Please download and import the following iCalendar (.ics) files to your calendar system.
 Monthly: https://portlandmaine-gov.zoom.us/webinar/tZ0vceuvqTIqE9HKOlWkciIwYZ-
 fhrAkphxx/ics?icsToken=DO_iJDe3bz0_HeTvAQAALAAAABGVZXU6gFoPWf_u_T_qoME8uS_IFeWZ
 vqccjstOL5dDywIFolkWmvmkKwyTTJ3E8SrelyxVDM6RTQ9oHTAwMDAwMQ
 Topic: Police Citizen Review Subcommittee

 Join from PC, Mac, iPad, or Android:
 https://portlandmaine-gov.zoom.us/j/89262779095?pwd=aw06dPv2xDaD6bbrbG3TNSqhNiJbCK.1
 Passcode:167916

 Phone one-tap:
 +19292056099,,89262779095# US (New York)
 +13017158592,,89262779095# US (Washington DC)


2. Call to Order


3. Approval of the November 12, 2025 meeting minutes


 a. November 12, 2025 draft meeting minutes
4. Election of new Chair/Vice Chair
5. Update on the new Civilian Police Review Board ordinance


6. Training check-in (Rachel S.)


 Update of the citizen complaint form accessibility/availability questions submitted to the
7.
 city (Joey & Walter)


8. Discussion of final draft of meeting procedures, public comment & vote (Randall)


 a. Atachment
9. Report back re: data sharing needs, concerns and recommendations (Rachel S. & Joey)


 a. Attachment
 Discussion of the Annual Report - decisions for who will draft it, when they’ll do it, and
10.
 what data is needed for the report


11. Discussion of recommendations re: Professionalism SOP (Randall)


12. Report back re: Behavioral Health Unit & Major King (Xavier)


 Discussion of possible improvements to the post-review complainant letter (Randall,
13.
 Rachel S.)


 a. Attachment
14. Public comment on agenda items


15. Next meeting’s date and agenda topics


16. Adjourn

City of Portland
 Police Citizen Review Subcommittee

 AGENDA
 December 10, 2025
 6:00 PM


1. Zoom information


a On Wednesday, December 10, 2025 at 6:00 p.m., the Police Citizen Review Subcommittee will conduct a
. virtual meeting. This meeting will take place remotely using Zoom.

 This meeting will be held remotely pursuant to the Remote Meeting Policy adopted by the Police Citizen
 Review Subcommittee and as authorized under 1 M.R.S. 403-B . Allow your computer to install the free
 Zoom app to get the best meeting experience. If you are not able to attend live, a recording will be available
 following the meeting.

 For public comment, you will need to use the "raise your hand" feature. To raise your hand via the
 telephone, please hit *9. You will be unmuted by the host when it is time for public comment.

 You are invited to a Zoom webinar!
 When: Dec 10, 2025 06:00 PM Eastern Time (US and Canada)
 Dec 10, 2025 06:00 PM
 Please download and import the following iCalendar (.ics) files to your calendar system.
 Monthly: https://portlandmaine-gov.zoom.us/webinar/tZ0vceuvqTIqE9HKOlWkciIwYZ-
 fhrAkphxx/ics?icsToken=DO_iJDe3bz0_HeTvAQAALAAAABGVZXU6gFoPWf_u_T_qoME8uS_IFeWZ
 vqccjstOL5dDywIFolkWmvmkKwyTTJ3E8SrelyxVDM6RTQ9oHTAwMDAwMQ
 Topic: Police Citizen Review Subcommittee

 Join from PC, Mac, iPad, or Android:
 https://portlandmaine-gov.zoom.us/j/89262779095?pwd=aw06dPv2xDaD6bbrbG3TNSqhNiJbCK.1
 Passcode:167916

 Phone one-tap:
 +19292056099,,89262779095# US (New York)
 +13017158592,,89262779095# US (Washington DC)


2. Call to Order


3. Approval of the November 12, 2025 meeting minutes


 a. November 12, 2025 draft meeting minutes
4. Election of new Chair/Vice Chair

 Page 1
5. Update on the new Civilian Police Review Board ordinance


6. Training check-in (Rachel S.)


 Update of the citizen complaint form accessibility/availability questions submitted to the
7.
 city (Joey & Walter)


8. Discussion of final draft of meeting procedures, public comment & vote (Randall)


 a. Atachment
9. Report back re: data sharing needs, concerns and recommendations (Rachel S. & Joey)


 a. Attachment
 Discussion of the Annual Report - decisions for who will draft it, when they’ll do it, and
10.
 what data is needed for the report


11. Discussion of recommendations re: Professionalism SOP (Randall)


12. Report back re: Behavioral Health Unit & Major King (Xavier)


 Discussion of possible improvements to the post-review complainant letter (Randall,
13.
 Rachel S.)


 a. Attachment
14. Public comment on agenda items


15. Next meeting’s date and agenda topics


16. Adjourn




 Page 2
 MINUTES
 POLICE CITIZEN REVIEW SUBCOMMITTEE
 November 12, 2025
 (Via Zoom meeting)

Members present: Joey Brunelle, Vice-Chair; Rachel Schlein; Xavier Botana; Walter Bihumugani;
and Randall Kilty

Members absent: none
Kaylin Kerina resigned from the subcommittee.

Staff present: Chief Mark Dubois; Major Dan Hondo; Lieutenant Jacob Titcomb; and Tracy Boyd

6:02 Call to order and introductions.

 Motion was made by Xavier and seconded by Rachel S. to approve October 8, 2025
meeting minutes. Passage 5-0.


 Update on the new Civilian Police Review Board ordinance:

 Rachel M. was unable to attend and update the subcommittee.

 Rachel S. and Joey attended the HHS & Public Safety Committee meeting and shared that
the committee discussed eligibility requirements during that meeting. Next steps seemed unclear,
both Rachel S. and Joey were both unsure as to whether the committee will meet again to discuss
the new ordinance, or if the ordinance is going to the full council.

 Randall asked about the process of replacing the chair and vice chair and whether the
subcommittee needs to wait until new members are appointed before commencing the process.
Joey suggested waiting until Rachel S. is available to counsel as to the process.


 Update of the citizen complaint/commendation process

 Walter and Joey sent a list of questions to Rachel M. and the City Manager’s office, their
responses are pending.


 Discussion of final version of procedures for IA case presentation, and voting process,
public comment & vote:

 Discussion revolved around fair and objective examples. The group edited the document.




 Page 3
 Motion was made by Joey and seconded by Randall to approve the document with
amendments. Passage 5-0.


 Discussion of final draft of meeting procedures, public comment & vote:

 To be discussed at the next meeting. Randall requested that this and the voting process
SOP be added to the training guide once both are approved.


 Report back re: data sharing needs, concerns and recommendations:

 Rachel S. submitted a letter to the city and is awaiting feedback.


 Discussion of the Annual Report:

 Rachel S. and Joey met and discussed what to include and not to include in the Annual
Report. Some suggestions included: shortening the introduction, adding the tenure of members,
and including the subcommittee conclusions around case dispositions. Discussion expanded to
the subcommittee sending out a survey to constituents, this may be a matter for the new committee
to explore. Randall volunteered to work on the data analysis portion of the annual report, Rachel
S. volunteered to work on the structure and narrative portion of the annual report, and Joey offered
to help as well. Randall suggested that the subcommittee identify what data they will need for the
annual report and that they create a template for city staff to fill out with that data.


 Discussion of recommendations re: Professionalism SOP:

 Randall will present a draft at the next meeting to forward to the city as a recommendation
to update the definition of professionalism in the SOP.


 Report back re: Behavioral Health Unit & Major King:
 Xavier will present his findings at the next meeting.


 No public comment was offered.


7:08 Motion was made to enter into Executive Session pursuant to 1 M.R.S. Sec. 405(6)(F) to
discuss IA2025-012 by Randall and seconded by Xavier. Passage 5-0.

7:32 Out of Executive Session.




 Page 4
 Motion was made by Randall to find that IA2025-012 was timely; seconded by
 Rachel S. Passage: 5-0. IA2025-012 was found to be timely.

 Motion was made by Xavier to find that IA2025-012 was objective; seconded by
 Walter. Passage: 5-0. IA2025-012 was found to be objective.

 Motion was made by Randall to find that IA2025-012 was fair; seconded by Joey.
 Passage: 5-0, IA2025-012 was found to be fair.

 Motion was made by Xavier to find that IA2025-012 was thorough; seconded by
 Rachel. Passage 5-0. IA2025-012 was found to be thorough.

 No public comment was offered.


 Next meeting’s date and agenda topics:

 ● Election of new Chair/Vice Chair
 ● Update on the new Civilian Police Review Board ordinance
 ● Training check-in (Rachel S.)
 ● Update of the citizen complaint form accessibility/availability questions submitted to the
 city (Joey & Walter)
 ● Discussion of final draft of meeting procedures, public comment & vote (Randall)
 ● Report back re: data sharing needs, concerns and recommendations (Rachel S. & Joey)
 ● Discussion of the Annual Report - decisions for who will draft it, when they’ll do it, and
 what data is needed for the report
 ● Discussion of recommendations re: Professionalism SOP (Randall)
 ● Report back re: Behavioral Health Unit & Major King (Xavier)
 ● Discussion of possible improvements to the post-review complainant letter (Randall &
 Rachel S.)
 ● (Possible) Executive session pursuant to 1 M.R.S. Sec. 405(6)(F) to discuss IA2025-____


7:41 Motion was made by Randall and seconded by Xavier to adjourn. Passage 5-0.




 Page 5
 Doc #: N/A
 Standard Operating Procedure Rev #: 0
 Effective Date: TBD
 Title: PCRS Meeting Process
==

1.0 INTRODUCTION

 The purpose of this procedure is to outline the process for holding and participating in
 Police Citizen Review Subcommittee (PCRS) meetings per ordinance Chapter 2 Article IV
 Div. 2. PCRS members are encouraged to behave in a respectful, open-minded, and
 thoughtful manner during the meeting. The PCRS meetings should ultimately serve to
 deepen public trust in the Portland Police Department (PPD) and the PCRS.

2.0 SCOPE

 This document applies to all PCRS meetings both executive and public.

3.0 RESPONSIBILITIES


 Role Description of Responsibilities
 Chair • Leads meeting discussions
 • Assigns or delegates tasks as appropriate
 • Provides gentle reminders to keep discussions on topic and/or on time
 Vice-Chair
 • Fills in for Chair’s responsibilities when Chair is absent
 • Attend meetings and participate in discussions
 PCRS Members
 • Solicit or vote on motions as applicable



4.0 DEFINITIONS AND ABBREVIATIONS
 Term Definition
 As defined in state statute Title 1 MRS section 402 and Title
 30A MRS section 2702
 Sensitive Information
 Note: there are also rules around criminal confidentiality that
 should be followed
 All members of the PCRS and all members of supporting city staff
 Meeting Attendees (including police department) who are attending the current PCRS
 meeting
 Any attendees that are not members of PCRS, city staff, or
 Guest Attendees
 Police Department
 Public meeting instance where Meeting Attendees and Guest
 Public Session
 Attendees both attend


 SOP Template Page 1 of 5

 Page 6
 Doc #: N/A
 Standard Operating Procedure Rev #: 0
 Effective Date: TBD
 Title: PCRS Meeting Process
==
 Term Definition
 Private meeting instance where no Guest Attendees do not
 Executive Session
 attend due to discussion of private or sensitive information
 PPD Portland, ME Police Department
 IA Internal Affairs (of the Portland, ME Police Department)
 PCRS Police Citizen Review Subcommittee

5.0 PROCEDURE

 5.1 General Etiquette

 5.1.1 All Meeting Attendees and Guest Attendees will adhere to Robert’s Rules of
 Order to the best of their abilities (see Section 6: Resources for link).

 5.2 Meeting Preparation

 5.2.1 City Staff should send out the meeting agenda and relevant meeting
 attachments approximately one week in advance of the scheduled PCRS
 meeting.

 5.2.2 Meeting Attendees should review all agenda items and attachments prior to
 attending the PCRS meeting.

 5.2.3 PCRS members who are assigned to an IA investigation case should prepare
 to present and discuss said IA investigation prior to attending the PCRS
 meeting.

 5.3 Public Meetings

 5.3.1 If a quorum is present (4 voting members), the Chair or designee will start
 the meeting (ideally no later than 5 minutes past the scheduled start time of
 the meeting).

 5.3.2 The Chair will confirm that the Vice Chair is present and is willing to keep
 the discussions on topic and/or on time.

 5.3.2.1 If the Chair is absent, the Vice Chair will temporarily assume
 responsibilities of the Chair.

 5.3.2.2 If the Vice Chair is absent, the Chair will delegate someone to
 temporarily assume their responsibilities for the meeting.



 SOP Template Page 2 of 5

 Page 7
 Doc #: N/A
 Standard Operating Procedure Rev #: 0
 Effective Date: TBD
Title: PCRS Meeting Process
==
 5.3.3 The Chair will read off the meeting agenda and propose an appropriate
 priority for each topic along with a target meeting end time.

 5.3.3.1 If there are major additions to or disagreements with the agenda,
 Meeting Attendees should discuss and reach a consensus before
 proceeding.

 5.3.3.2 Agenda topics may be moved to an ad-hoc meeting or moved to
 another scheduled meeting as appropriate.

 5.3.4 The Chair will lead the meeting discussions using the agenda topics.

 5.3.4.1 If there are agenda topics that involve discussion of sensitive
 and/or private information (e.g. an IA investigation), the Chair
 will solicit a motion to move the Meeting Attendees to an
 executive session.

 5.3.5 Follow SOP “PCRS IA Investigation Presentation and Voting” for any
 activities involving IA investigation review, presentation, or voting.

 5.3.6 Before entering executive session and at the end of the meeting, the Chair
 will give opportunity for public comment by announcing the following
 expectations:

 5.3.6.1 Speakers will be called upon one at a time to give public
 comment.

 5.3.6.2 Speakers will be allowed 3 minutes to talk with the ability to
 request 3-minute extensions.

 5.3.6.3 If there is a need for any accessibility assistance, the speaker may
 have more time granted as needed.

 5.3.6.4 PCRS members will acknowledge the public comments, but best
 practice is to not engage directly in discussion.

 5.3.7 If any topics require voting, PCRS members will vote on the motions with a
 simple majority winning the vote.

 5.3.8 After all agenda topics have been discussed or the meeting end time has been
 reached, PCRs members will summarize the discussions, actions and next
 steps.




SOP Template Page 3 of 5

 Page 8
 Doc #: N/A
 Standard Operating Procedure Rev #: 0
 Effective Date: TBD
 Title: PCRS Meeting Process
==
 5.3.8.1 If there are any tasks or actions without volunteers, the Chair may
 assign the tasks or actions.

 5.3.9 Meeting Attendees will agree on agenda topics and time/location for the next
 PCRS meeting

 5.3.9.1 Ad-hoc meetings can be also scheduled as warranted

 5.3.10 The Chair will solicit a motion to adjourn the meeting and if approved the
 meeting ends

 5.4 Executive Session Meetings

 5.4.1 After all meeting attendees have voted to enter executive session, meeting
 attendees will leave the public meeting and enter the executive session.

 5.4.2 The Chair will guide the discussion of all agenda topics that contain sensitive
 information (e.g. IA investigations).

 5.4.3 The Chair may solicit a motion to move the Meeting Attendees back to the
 public meeting session after all sensitive and/or private topics have been
 discussed.

6.0 REFERENCES
 Title Link/Location
 Robert’s Rules of
 https://robertsrules.org/index.html
 Order
 PCRS IA
 Investigation
 TBF
 Presentation and
 Voting

7.0 ATTACHMENTS

 N/A




 SOP Template Page 4 of 5

 Page 9
 Doc #: N/A
 Standard Operating Procedure Rev #: 0
 Effective Date: TBD
 Title: PCRS Meeting Process
==
8.0 APPROVALS
 Contributor
 Signature Date
 (Authored/Approved by)

 Author
 [Randall Kilty]


 Reviewer
 [Insert Resource Name]



9.0 REVISION HISTORY
 Revision Description of Change Date
 0 New Document 04Dec2025




 SOP Template Page 5 of 5

 Page 10
City of Portland - PCRS Data Handling and
Security Guidelines (Draft)
Version: 1.0​
Date: ​
Owner: Department of Information Technology (with input from Police Department and
Corporation Counsel)




1. Purpose
These guidelines establish secure handling practices for sensitive Police Department Internal
Affairs (IA) investigation materials shared with the Police Citizen Review Subcommittee (PCRS).
They are intended to protect Criminal Justice Information (CJI), personally identifiable
information (PII), and other confidential data while enabling PCRS to perform its oversight
duties.




2. Scope
This guidance applies to:

 ●​ City of Portland Police Department (PD) and Legal Department staff who prepare and
 share IA files with PCRS members.​

 ●​ PCRS members who receive, access, or review such files through Google Drive.​




3. Background
PCRS is a civilian oversight body established under the City’s Civil Service Commission. PCRS
members are not City employees and currently do not have City-managed Google Workspace
accounts. Due to funding limitations, IA investigation files are temporarily shared with members’
personal Gmail accounts via the City’s Google Drive. These guidelines govern how that




 Page 11
sharing and subsequent data handling must occur until a more secure technical solution is
implemented.




4. Data Classification
The information shared with PCRS typically includes:

 ●​ Police reports, complaint summaries, and investigative notes​

 ●​ Witness statements and interview recordings​

 ●​ Body-worn camera footage​

 ●​ Officer disciplinary history and related records​


This material is classified as Confidential – Criminal Justice Information (CJI) under CJIS
and City data-protection standards. Unauthorized access, storage, or disclosure of this
information is strictly prohibited.




5. Responsibilities
5.1 Police Department and Legal Department (Data Providers)

 1.​ Authorized Sharing Only:​

 ○​ Only designated PD or Legal staff may share IA materials with PCRS.​

 ○​ Data owners remain responsible for ensuring appropriate access controls.​

 2.​ Use of City Google Drive:​

 ○​ Files must be uploaded to a secure, access-restricted City Google Drive folder
 dedicated to PCRS review.​

 ○​ “Viewer” access should be granted whenever possible; “Editor” access only if
 essential.​

 3.​ Recipient Limitation:​




 Page 12
 ○​ Files may only be shared to verified personal Gmail addresses belonging to
 active PCRS members.​

 ○​ Access lists must be reviewed and updated whenever membership changes.​

  4.​ Access Duration:​

 ○​ Default access window: one week before the scheduled meeting unless
 extended by PD or Legal for specific review needs.​

 ○​ Access must be revoked immediately after meetings or upon case closure.​

 ○​ Drive expiration and permission settings should be used whenever
 possible - Google Drive allows sharing with an expiration date for specific
 individuals with “Viewer” or “Commenter” permissions.​

 ○​ PD or Legal staff should apply an expiration date corresponding to the review
 period when granting access to each PCRS member.​

  5.​ Prohibited Practices:​

 ○​ Do not enable link-based sharing (“Anyone with the link”).​

 ○​ Do not use email attachments or external file-transfer services for IA materials.​

  6.​ Audit and Oversight:​

 ○​ PD or Legal will maintain a log documenting who was granted access, to
 whom, for what purpose or case, for what duration, and when the access
 was revoked.​

 ○​ Any suspected data exposure must be reported to IT Security immediately.​




5.2 PCRS Members (Data Recipients)

  1.​ Confidentiality Obligation:​

 ○​ All materials provided are confidential and may not be disclosed, copied, quoted,
 or discussed outside authorized PCRS proceedings.​




 Page 13
 ○​ Members must comply with City confidentiality and ethics requirements.​

2.​ Access Method:​

 ○​ Files are accessed only through the Google Drive link shared by PD or Legal.​

 ○​ Members must log in using the personal Gmail address that was granted access.​

3.​ Handling Restrictions:​

 ○​ Do not download, print, copy, or forward any file unless explicitly authorized in
 writing by PD or Legal.​

 ○​ Do not sync Drive folders to personal devices.​

 ○​ Do not share the Drive link with any other person.​

4.​ Local Storage:​

 ○​ If temporary downloads are explicitly authorized, files must be deleted
 immediately after the authorized review period.​

 ○​ No IA materials may be stored long-term on personal devices or cloud storage.​

5.​ Device Security:​

 ○​ Devices used to access the files must have a passcode or screen lock enabled.​

 ○​ Members are strongly encouraged to enable two-factor authentication (2FA) on
 their Gmail accounts.​

6.​ Access Retention:​

 ○​ Members’ access will expire automatically based on PD/Legal’s defined review
 period.​

 ○​ If more time is needed for complex or annual case reviews, PCRS members
 may request an access extension by email to PD or Legal, explaining the
 reason and desired timeframe.​

7.​ Reporting Incidents:​




 Page 14
 ○​ Any suspected loss, unauthorized disclosure, or technical issue must be
 immediately reported to PD/Legal (pcrs@portlandmaine.gov)​

 8.​ Confidentiality Agreement:​

 ○​ Before receiving access to any Internal Affairs materials, each PCRS member
 must review and sign a Confidentiality Agreement acknowledging their
 responsibility to protect sensitive law-enforcement information. Signed copies will
 be retained by the Legal Department and referenced during member onboarding
 and re-appointment.​




6. Privacy and Compliance
 ●​ These materials contain sensitive law-enforcement information and may include data
 protected under CJIS, Maine laws, and applicable privacy statutes.​

 ●​ All PCRS members must maintain a signed Confidentiality Agreement on file with
 the Legal Department as a condition of data access.​

 ●​ Violations of these guidelines may result in removal from the subcommittee, disciplinary
 review, or legal action depending on severity.​




7. Future Considerations
The City intends to transition to a more secure platform or provide managed accounts when
funding permits.




 Page 15
 CITY OF PORTLAND
 POLICE CITIZEN REVIEW SUBCOMMITTEE


 November 18, 2025

VIA EMAIL ONLY:

 RE: Police Citizen Complaint
 IA-2025-
Dear :
 The City of Portland has a Police Citizen Review Subcommittee (PCRS) that
reviews all of the Police Department’s Internal Affairs (IA) investigations into citizen
complaints about the Police Department. The PCRS reviews the IA investigations to
ensure that they are thorough, objective, fair, and timely. Although the Subcommittee
cannot change the Police Department’s decision on an investigation, or impose discipline,
it ensures that the IA division is conducting its investigations appropriately. The PCRS
reports its findings directly to the City Manager so that she can address any issues that the
Subcommittee might identify with the IA process.
 The PCRS reviewed the IA investigation into your complaint and found that the
investigation was thorough, objective, fair, and timely.
 If you have any questions about the PCRS or its process, or would like to provide
feedback, the PCRS meets regularly throughout the year, and welcomes public comment
at each meeting. Meetings are posted on the City website at
https://www.portlandmaine.gov/602/Agendas-Minutes. You are also welcome to reach
out by email at pcrs@portlandmaine.gov, or by mail or phone through the City’s
Corporation Counsel’s Office, whose contact information is at the bottom of this letter.
Any comments or questions you provide will be shared with the PCRS.
 The PCRS takes its role seriously in ensuring that the review of citizen complaints
about the Portland Police Department is fair and effective, and appreciates you bringing
forward your concerns.

 Sincerely,
 /s/ Joey Brunelle
 Joey Brunelle, Vice Chair

cc: Police Citizen Review Subcommittee
 Danielle P. West, City Manager
 Mark Dubois, Portland Police Chief
 Michael I. Goldman, Corporation Counsel
 389 Congress Street, Room 211, Portland ME 04101
 www.portlandmaine.gov / tel. 207.874.8480 / tty. 207.874.8936 / fax. 207.874.8497




 Page 16