Police Citizen Review Subcommittee — Portland, ME
Date: 2025-08-13
Time: 18:00

City of Portland
 Police Citizen Review Subcommittee

 AGENDA
 August 13, 2025
 6:00 PM


1. Zoom information


 a. This meeting will take place remotely using Zoom 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.

 https://portlandmaine-
 gov.zoom.us/j/81977688856?pwd=RYXb2BQoYVpOzxtaWTxzVOKb5QFFV5.1
 Passcode: 304710

 Phone one-tap:
 +13092053325, 81977688856# US
 +13126266799, 81977688856# US (Chicago)
2. Call to Order


3. Approval of the July 9, 2025 meeting minutes


 a. Attachment
4. Update on the new Civilian Police Review Board ordinance


5. Discussion of available trainings & review/approval of draft training SOP


 a. Attachment
6. Discussion of meeting format, including discussion of in person meetings


 a. Attachment
7. Discussion of complaint presentation process & means of receiving complaint data
8. Discussion of citizen complaint process and potential improvements


9. Discussion of communication with police department following votes


10. Public comment on agenda items


 Executive session pursuant to 1 M.R.S. Sec. 405(6)(F) to discuss IA2025-008 (presented
11.
 by Rachel)


12. Next meeting’s date and agenda topics


13. Adjourn

City of Portland
 Police Citizen Review Subcommittee

 AGENDA
 August 13, 2025
 6:00 PM


1. Zoom information


 a. This meeting will take place remotely using Zoom 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.

 https://portlandmaine-
 gov.zoom.us/j/81977688856?pwd=RYXb2BQoYVpOzxtaWTxzVOKb5QFFV5.1
 Passcode: 304710

 Phone one-tap:
 +13092053325, 81977688856# US
 +13126266799, 81977688856# US (Chicago)
2. Call to Order


3. Approval of the July 9, 2025 meeting minutes


 a. Attachment
4. Update on the new Civilian Police Review Board ordinance


5. Discussion of available trainings & review/approval of draft training SOP


 a. Attachment
6. Discussion of meeting format, including discussion of in person meetings


 a. Attachment
7. Discussion of complaint presentation process & means of receiving complaint data


 Page 1
8. Discussion of citizen complaint process and potential improvements


9. Discussion of communication with police department following votes


10. Public comment on agenda items


 Executive session pursuant to 1 M.R.S. Sec. 405(6)(F) to discuss IA2025-008 (presented
11.
 by Rachel)


12. Next meeting’s date and agenda topics


13. Adjourn




 Page 2
 MINUTES
 POLICE CITIZEN REVIEW SUBCOMMITTEE
 July 9, 2025
 Meeting Held Remotely via Zoom

Members present: Kaylin Kerina, Chair, Joey Brunelle, Vice-Chair; Rachel Schlein;
Randall Kilty; Walter Bihumugani; and Keith Bidwell

Members absent: Xavier Botana

Staff present: Associate Corporation Counsel Rachel Millette, Chief Mark Dubois, Major
Dan Hondo, and Tracy Boyd.

6:03 Call to order.

 Motion was made by Randall and seconded by Rachel S. to approve June 11, 2025
meeting minutes. Passage 6-0.

 Motion was made by Joey and seconded by Rachel S. to approve June 23, 2025
meeting minutes. Passage 5-0, Kaylin abstaining.

Update on the new Civilian Police Review Board ordinance:
 Rachel M. informed the subcommittee that the next public City Council
workshop regarding the Civilian Police Review Board Ordinance will be held on July 28,
2025, virtually, at 5:00 p.m.
Discussion of letter to City Council regarding the new CPRB ordinance:
 Rachel S. & Joey drafted a letter for review by the subcommittee. The letter was
edited and Joey made a motion to approve the letter to send to the City Council, seconded
by Randall. Passage 6-0.

Training SOP:
 Rachel S. drafted a PCRS training SOP, members provided feedback. After
the discussion, Rachel S. suggested that she revise the draft for further discussion at the
next meeting.

No public comment was offered.

6:57 Motion was made to enter into Executive Session pursuant to 1 M.R.S. Sec.
405(6)(F) to discuss IA2025-008, IA2025-009, IA2025-010 by Randall and seconded by
Rachel S. Passage 6-0.

8:37 Out of Executive Session.

 Motion was made by Joey to postpone voting on IA2025-008 until the
August meeting; seconded by Rachel S. Passage: 6-0.




 Page 3
 Motion was made by Keith to find that IA2025-009 was thorough; seconded by
Randall. Passage: 5-1, Kaylin voting no, IA2025-009 was found to be thorough.
 Motion was made by Randall to find that IA2025-009 was fair; seconded by Keith.
Passage: 5-1, Kaylin voting no, IA2025-009 was found to be fair.
 Motion was made by Keith to find that IA2025-009 was timely; seconded by
Randall. Passage: 5-1, Kaylin voting no, IA2025-009 was found to be timely.
 Motion was made by Randall to find that IA2025-009 was objective; seconded by
Keith. Passage: 4-2, Kaylin and Keith voted no, IA2025-009 was found to be objective.

 Motion was made by Randall to find that IA2025-010 was thorough; seconded by
Keith. Failed: 2-4, Kaylin, Joey, Walter, and Keith voted no, IA2025-010 was not found
to be thorough.
 Motion was made by Randall to find that IA2025-010 was fair; seconded by Keith.
Passage: 4-2, Kaylin and Joey voted no, IA2025-010 was found to be fair.
 Motion was made by Joey to find that IA2025-010 was timely; seconded by
Randall. Passage: 6-0, IA2025-010 was found to be timely.
 Motion was made by Keith to find that IA2025-010 was objective; seconded by
Rachel S. Failed: 2-4, Kaylin, Randall, Joey, and Walter voted no. IA2025-006 was not
found to be objective.

Next meeting’s date and agenda topics:
 Randall & Keith will present on: policy recommendations based on the cases that
were discussed at this meeting involving creation of a process for case presentation, the
review process and subsequent follow-up with the Complainant and PD, meeting
framework and how cases are categorized.
 Rachel S. will present: available training, draft training SOP, in person meetings,
and a possible new format for protected data.
 Walter and Joey will work on an outline for improvement to the complaint process.
 Rachel S. will re-present IA2025-008.
 Joey and Keith volunteered to present a case if there are cases to be reviewed.

9:03 Motion was made by Joey and seconded by Randall to adjourn. Passage 6-0.




 Page 4
 Doc #: PCRS SOP 1
 Standard Operating Procedure Rev #:
 Effective Date: dd-MMM-yyyy
Title: Police Citizen Review Subcommittee Training Procedures



1.​ PURPOSE and INTRODUCTION

 All Police Civilian Review Subcommittee (PCRS) members must receive initial and ongoing training
to execute their responsibilities in an effective and legitimate manner, and to fulfill the mandates of their
positions. Training includes PCRS policies and procedures on their local law enforcement agency, the basics
of civilian oversight, and the authority and responsibilities associated with their role as a subcommittee
member.
​ A note on accessibility accommodations: PCRS is committed to providing inclusive and
accessible orientation and training for all members. Every reasonable effort will be made to
accommodate accessibility needs.

2.​ SCOPE

 This procedure applies to all PCRS members, and their responsibilities around initial and ongoing
training while currently active as subcommittee members.

3.​ ROLES and RESPONSIBILITIES

 Role Responsibilities
 PCRS Chair or ●​ Will provide initial orientation of newly appointed PCRS
 Designee members.
 ●​ Will identify and disseminate ongoing training opportunities to PCRS
 members.
 ●​ Will keep a record of PCRS member training completion.
 ●​ Will complete all initial and ongoing required training.
  PCRS Members


4.​ PROCEDURE
 4.1.​ Initial Training and Orientation
 4.1.1.​ Within 30 days of appointment, and ideally prior to first meeting attendance, new PCRS
 members will meet with the PCRS chair or their designee, and will go over the following:
 4.1.1.1.​ Outline of orientation training expectations.
 4.1.1.2.​ PCRS model of civilian oversight; history of PCRS; any relevant charter,
 current City of Portland ordinance governing PCRS, and/or municipal
 codes; community and local government expectations of PCRS.
 4.1.1.3.​ Important documents, including ordinances, SOPs, definitions, annual
 reports, letters to the public, and where to find them.
 4.1.1.4.​ Investigative procedures and practices; meeting procedures; case review,
 presentation, and findings.
 4.1.1.5.​ Policies and best practices for communication during and between
 meetings.
 4.1.2.​ Within 30 days of appointment, and prior to first meeting attendance, new PCRS
 members will meet with a City of Portland legal representative, at a mutually agreed
 upon time, and will go over the following:




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 Doc #: PCRS SOP 1
 Standard Operating Procedure Rev #:
 Effective Date: dd-MMM-yyyy
Title: Police Citizen Review Subcommittee Training Procedures



 4.1.2.1.​ Public records and public meeting laws, and applicability to PCRS.
 4.1.2.2.​ Confidentiality requirements.
 4.1.2.3.​ City of Portland resources/supports available to PCRS members.
 4.1.3.​ Within 60 days of appointment, new PCRS members will meet with a Portland PD
 representative, at a mutually agreed upon time, and will complete the following:
 4.1.3.1.​ Meet-and-greet with the PD’s administration.
 4.1.3.2.​ Introduction to the Internal Affairs Unit, and overview of its processes.
 4.1.3.3.​ Overview of training the PD offers to PCRS.
 4.1.4.​ Within 60 days of appointment, PCRS members will make themselves familiar with
 national models for civilian police oversight, best practices, and trends in the field.
 4.1.4.1.​ PCRS Chair or designee will assist new members in where to find this
 information/training as needed. ​
 4.1.5.​ Within the first 6 months of PCRS appointment, new members will attend the following
 trainings at Portland PD, which the PD will offer at a mutually agreed upon time:
 4.1.5.1.​ Criminal Procedures
 4.1.5.2.​ Behavioral Health Unit
 4.1.5.3.​ A minimum of one ride-along
 4.1.5.4.​ Any additional specialty areas of interest to PCRS members and agreed
 upon by PPD (for example, Criminal Investigations Division, K-9,
 Community Policing, etc.)
 4.1.6.​ The chair or their designee will keep track of member training participation. It is the
 responsibility of individual members to notify the chair or designee of what training they
 have completed.
 4.1.6.1.​ The attached form, “Training Attendance Form for PCRS Members,” may
 be utilized by PCRS members to keep track of individual and group
 training attendance; use of the form is optional.

 4.2.​ Ongoing Training
 4.2.1.​ It is recommended that PCRS members participate in annual training. The chair or their
 designee will keep PCRS members informed of training opportunities. Training will be
 available at no cost to PCRS members.
 4.2.1.1.​ The chair or a designee will identify and disseminate information on
 annual training. It is the responsibility of individual members to sign-up
 and participate in training individually and/or to organize them collectively
 for the group. Individual members are also encouraged to identify and
 participate in relevant training in their interest areas.
 4.2.1.2.​ Training can be defined as classes or training offered online or in person,
 and can also include activities such as informational meetings with
 relevant organizations.
 4.2.1.3.​ It is recommended that PCRS members complete a minimum of 2 hours
 of continuing education a year.
 4.2.1.4.​ Additionally, it is recommended that ongoing training includes an annual
 minimum of one ride-along with a PPD officer per each PCRS member, at
 a mutually agreed upon time.
 4.2.1.5.​ PCRS members may also attend additional training offered by PPD,
 including Virtual Reality simulation training.




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 Doc #: PCRS SOP 1
 Standard Operating Procedure Rev #:
 Effective Date: dd-MMM-yyyy
Title: Police Citizen Review Subcommittee Training Procedures



 4.2.2.​ See Appendix 2 for organizations to consider as resources for ongoing training.

5.​ APPENDIX

 Appendix Title
 Appendix 1 Links to Training Resources and Documents

 Appendix 2 Organizations to Consider for Ongoing Training Resources



6.​ SUPPORTING FORMS

 Forms Title
 Form 1 Training Attendance Form for PCRS Members



7.​ REVISION HISTORY

 Revision Changes / Rationale
 Number




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 Doc #: PCRS SOP 1
 Standard Operating Procedure Rev #:
 Effective Date: dd-MMM-yyyy
Title: Police Citizen Review Subcommittee Training Procedures



 Appendix 1
 Links Relevant to PCRS Training

Training Resources:

PCRS Website

PCRS Training Presentation (9-13-2024)

Freedom of Access Act (FOAA) Frequently Asked Questions

Maine Laws

National Association for Civilian Oversight of Law Enforcement (NACOLE) Training Resources

NACOLE “Civilian Oversight Basics”


Important Documents:

PCRS Ordinance

PCRS Annual Reports

PCRS Suggested Guidelines for Evaluating Internal Affairs Investigations

PPD Commendation or Complaint Form in English (also available on PCRS website in Arabic,
Portuguese, French, Spanish, and Somali)

PCRS Results from the Community Survey of Police Oversight, Spring 2021

Where to Find City of Portland Meeting Minutes

Portland Police Department Standard Operating Procedures




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 Doc #: PCRS SOP 1
 Standard Operating Procedure Rev #:
 Effective Date: dd-MMM-yyyy
Title: Police Citizen Review Subcommittee Training Procedures



 Appendix 2
 Organizations to Consider for Ongoing Training Resources

  Civilian Oversight Municipal
 ●​ National Association for Civilian ●​ Mayor/City Manager Offices
 Oversight of Law Enforcement
 (NACOLE) Specific Populations
 ●​ National Alliance for Mental Illness
  Law Enforcement and Criminal Justice ●​ Through These Doors
 ●​ Maine Criminal Justice Academy ●​ Preble Street Resource Center
 ●​ Cumberland County Jail ●​ Maine Homeless Veterans Alliance
 ●​ Longcreek Youth Development ●​ Southern Maine Agency on Aging
 Center ●​ The Maine Association for New
 ●​ Cumberland County Sheriff's Office Americans
 ●​ Juvenile Justice Policy Center ●​ Milestone Recovery
 ●​ Maine Youth Justice ●​ Seachange Yoga
 ●​ Prison Yoga Project
 ●​ Juvenile and Adult Community Social Services
 Corrections ●​ The Opportunity Alliance
 ●​ Behind the Bars Conference ●​ Spurwink
 ●​ DHHS Office of Behavioral Health
 Intensive Case Managers Additional
 (Jail/Re-entry/Community) ●​ Medical Examiner
 ●​ Cumberland County Jail Re-entry ●​ Maine Equal Justice
 Program
 Education
  Legal ●​ USM Criminology, Social Justice,
 ●​ American Civil Liberties Union Social Work, and Public Policy
 ●​ District Attorney's Office Departments
 ●​ Pine Tree Legal Assistance ●​ UNE Criminology, Social Justice,
 ●​ Immigrant Legal Advocacy Project and Social Work Departments
 ●​ Legal Services for Maine Elders ●​ Southern Maine Community College
 Criminal Justice program




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 Doc #: PCRS SOP 1
 Standard Operating Procedure Rev #:
 Effective Date: dd-MMM-yyyy
Title: Police Citizen Review Subcommittee Training Procedures



 Form 1
 Training Attendance Form for PCRS Members



Name of PCRS Member:



 Date Description of Training Length (in hrs)




NOTE: It is recommended PCRS members turn in this form to the chair or their designee on an
annual basis.




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 Doc #: SOP-XXXX
 Standard Operating Procedure Rev #: ###

 Effective Date: dd-MMM-yyyy

 Title: PCRS Meeting Management
==

1.0 INTRODUCTION

 The purpose of this procedure is to detail a process for holding PCRS meetings to make
 more efficient use of member’s time.

2.0 SCOPE

 This document applies to PCRS meetings both executive and public.

3.0 RESPONSIBILITIES


 Role Description of Responsibilities
 • Calls meetings to order
 Chair • Leads meeting discussions utilizing agendas
 • Manages who is the discussion leader by calling on those with their
 hands raised
 • Keeps meetings on topic
 Vice-Chair
 • Fills in for Chair’s responsibilities when Chair is absent
 Timekeeper • Provides gentle reminders to keep meetings on time
 • Refrain from going off-topic, remain on time, and respect other
 Voting Members attendees
 • Vote on topics/motions when applicable
 Non-voting • Refrain from going off-topic, remain on time, and respect other
 members attendees




4.0 DEFINITIONS AND ABBREVIATIONS



 SOP Template Page 1 of 11

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 Title: PCRS Meeting Management
==
 Term Definition
 All members of the PCRS (voting and non-voting) and all members
 Meeting Attendees of supporting city staff (including police department) who are
 attending the current PCRS meeting
 Any attendees that are not members of PCRS, city staff, or
 Guest Attendee(s)
 Police Department
 The time a given agenda item is allotted. This is to be
 Topic Time Limit
 monitored by the Timekeeper as the meeting progresses
 PD Police Department
 IA Internal Affairs of the Police Department
 PCRS Police Citizen Review Subcommittee

5.0 EQUIPMENT AND MATERIALS
 • One properly calibrated clock/watch/timer

6.0 PROCEDURE

 6.1 Meeting Preparation

 6.1.1 City Staff will send the meeting agenda and relevant meeting attachments at
 least one week in advance

 6.1.2 Meeting Attendees should review all relevant agenda items and attachments
 prior to attending the meeting

 6.1.3 Those presenting/summarizing an IA investigation case should prepare
 additional notes for their assigned case

 6.2 Public Meetings

 6.2.1 The Chair will start the meeting with a roll call performed by city staff no
 later than 5 minutes past the scheduled start time of the meeting

 6.2.2 The Chair will confirm who is delegated as Timekeeper for the meeting and
 their willingness to keep the meeting on time

 6.2.3 The Chair will confirm the Vice Chair is present and is willing to keep the
 agenda on topic




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

 6.2.4 The Chair will read off the entire meeting agenda provided in the meeting
 invitation and propose an appropriate amount of time that should be spent on
 each topic along with a target meeting end time

 6.2.4.1 If there are any additions to or disagreements with the agenda or
 proposed time spent on each topic or any specific time
 constraints, any meeting attendee may raise their hand (physically
 or digitally) to signal their intent to speak


 6.2.4.2 The Chair will call out the names of Meeting Attendees with their
 hand(s) raised one at a time to allow them to state their addition(s)
 or disagreement(s)

 NOTE: The Chair should call on people roughly in the order that they
 raised their hand(s)

 6.2.4.3 If there are major additions to or disagreements with agenda
 topics, Meeting Attendees should informally reach a consensus on
 how to proceed

 6.2.4.4 Agenda topics may be rearranged or even moved to another
 scheduled meeting altogether as appropriate

 6.2.5 The Chair will announce agenda topics one at a time in the order they were
 decided upon at the beginning of the meeting

 6.2.5.1 After announcing an agenda topic, the Chair will call out the
 names of Meeting Attendees with their hand(s) raised one at a
 time to allow them to give their input on the given agenda topic

 6.2.5.2 The Chair will move onto the next agenda topic after all input has
 been received from Meeting Attendees with raised hands or after
 the topic time limit has been reached

 6.2.5.3 If there are agenda topics that involve sensitive or private
 information, the Chair may solicit a motion to move the Meeting
 Attendees to an executive session




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 6.2.5.4 If there is majority approval of the motion, all Meeting Attendees
 will leave the public meeting and join a separate executive
 meeting room (digital or physical)

 6.2.5.5 Repeat steps 6.1.6.1 and 6.1.6.2 until all agenda topics have been
 discussed or the meeting end time has been reached

 6.2.6 If there were any IA investigations reviewed as agenda topics, the Chair will
 solicit a motion to vote on the timeliness, thoroughness, fairness, and
 objectivity of each of the IA investigation reviewed

 6.2.6.1 If there are any votes that indicate an IA investigation was not
 timely, thorough, fair, or objective, the Meeting Attendees may
 discuss rationale and/or recommendations as applicable

 6.2.7 If there are any newly available IA investigations to review, the Chair will
 solicit volunteers to summarize/present the investigations

 6.2.7.1 If no Meeting Attendee volunteers to summarize/present a given
 IA investigation, the Chair may assign a Meeting Attendee to that
 IA investigation

 6.2.7.2 A back-up or alternate Meeting Attendee can also volunteer or be
 selected to summarize/present an IA investigation if the original
 volunteer/assigned meeting attendee is unable to present

 6.2.8 The Chair will offer time and opportunity for public comment for at least 5
 minutes to give any guest attendees the chance to voice their opinions

 6.2.8.1 In general, guest attendees should target 2-5 minutes of discussion
 time to not significantly delay meeting closure

 6.2.9 After all agenda topics have been discussed or the meeting end time has been
 reached, Meeting Attendees will informally agree on agenda topics for the
 next PCRS meeting and/or schedule ad-hoc meetings as warranted

 6.2.10 The Chair will solicit a motion to adjourn the meeting

 6.2.10.1 If a majority approval of the motion, the meeting ends

 6.3 Calling and voting on motions

 6.3.1 Chair or other will solicit a motion for a vote



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 6.3.2 A Meeting Attendee will make a motion “So Motioned” and a second
 Meeting Attendee will second the motion “Seconded”

 6.3.2.1 If there is no motion or if there is no second to the motion, the
 motion does not go forward

 6.3.3 Voting members of the PCRS will be called on one by one by city staff to
 provide a yes or no vote

 6.3.4 City staff will announce and record the outcome of the votes as they occur

 6.4 Executive Meetings

 6.4.1 All agenda topics that contain private/sensitive materials may be discussed in
 this meeting following steps 6.1.6.1 and 6.1.6.2 until all agenda topics that
 contain sensitive/private information have been discussed

 6.4.2 The Chair may solicit a motion to move the Meeting Attendees back to the
 public meeting session

 6.4.3 If there is majority approval of the motion, all Meeting Attendees will leave
 the executive meeting and rejoin the original public meeting room (digital or
 physical)

 6.5 Voting on IA Investigations

 6.5.1 Voting members of PCRS will vote and may use Attachment 1 for
 additional guidance on what it means for an IA investigation to be timely,
 thorough, fair, or objective

 6.6 Vice-Chair Responsibilities

 6.6.1 If the discussion goes off on a tangent that is not value-added, the Vice-Chair
 should give a polite reminder to attendees to keep on topic by referencing the
 current agenda item

 6.7 Timekeeper Responsibilities

 6.7.1 Timekeeper will take note of topic time limits proposed at the beginning of
 the meeting (during agenda discussion)

 6.7.2 Timekeeper will announce when a topic time limit is within 5 minutes to
 encourage wrap-up of the topic



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==
 6.7.3 Timekeeper will announce the current time at each 30-minute interval to
 generate awareness of the passage of time

 6.7.4 Timekeeper will announce when the meeting is 30 minutes away from the
 target meeting end time

7.0 REFERENCES
 Document Number Document Title
 N/A N/A

8.0 ATTACHMENTS

 Attachment 1: Additional guidance for voting on Timely, Thorough, Fair, and Objective




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10.0 APPROVALS
 Contributor
 Function/ Department Signature Date
 (Authored/Approved by)

 Author [Insert Designation]
 [Insert Resource Name]


 Reviewer [Insert Designation]
 [Insert Resource Name]


 Approver [Insert Designation]
 [Insert Resource Name]




11.0 REVISION HISTORY
 DCO
 Revision Description of Change Date
 Number

A 00001 New Document ????




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 Attachment 1: Additional guidance for voting on Timely, Thorough, Fair, and
 Objective (Page 1 of 3)

 • Timely (from receipt of complaint): per policy # 90

 • Supervisor must meet with complaint within 30min of arrival at department (if
 resources allow)

 • Shift commander shall contact complainant within 24 hours or forward to Major
 for follow-up

 • investigation by lieutenant completed within 3 days or referred to IA,

 • investigations completed with professional standard review within 45 days,

 • notification to PD employee of investigation/rights/duties within 5 business days,
 unless, in the opinion of the Chief of Police, the release of this information could
 impede the investigation.

 • command review within 10 days (of receipt of investigation?),

 • PD employee advised of outcome of investigation within 60 business days,

 • professional standards lieutenant to notify PD employee status/delay within 15
 days of completion of investigation and submission to staff for review,

 • determination whether a complaint can be mediated or if it will require an
 investigation is required within 7 days (cooperative resolution)

 • Thorough: per policy # 90

 • Shift commander meet and interview all complainants unless no merit, then
 proceed as inquiry instead of a complaint

 • Review option of formal complaint or cooperative resolution (and forwarded
 appropriate form)

 • Shift commander classification:

 o Cat 1: conduct has negative impact on operations or image (investigated
 by officer lieutenant OR IA)




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==
 o Cat 2: conduct involves serious abuse or misuse of authority, unethical
 behavior, or serious adverse impact on officer/public safety (investigated
 by IA)

 o Cat U: unfounded or within PD policy

 • After complaint is logged, Professional standards lieutenant will:

 a. Verify the Allegation Category assigned by the receiving shift commander;

 b. Review the subject officer’s IA history;

 c. Notify the chain of command, to include the Chief of Police;

 d. Notify, in writing, within five (5) business days, any employee who is the subject of an
 internal

 investigation and provide them with a copy of their rights and duties. The notice will
 include the

 name of the complainant and the nature of the allegations unless, in the opinion of the
 Chief of

 Police, the release of this information could impede the investigation.

 e. Notify the complainant, in writing, of the receipt of any complaint filed electronically or
 by mail.

 f. Refer the complaint to the subject officer’s Lieutenant or an Internal Affairs investigator
 in

 accordance with the guidelines below.

 • 5. Allegations deemed Category U by the receiving shift commander will be handled as
 follows. The

 Professional Standards Lieutenant will:

 a. Review the complaint Form and Shift Commander’s intake form and concur with the

 classification or recommend reclassification.

 b. Forward the complaint and intake forms up the chain of command to the Chief of Police
 or



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==
 designee for review.

 c. If the chief or designee concurs that the complaint meets the definition of a Category U

 allegation, notify the complainant and subject officer.

 d. If the chain of command determines the complaint has merit, reclassify the allegations
 and

 process the complaint in accordance with the new category.

 • 1. Investigations by a Lieutenant

 a. At a minimum, a Lieutenant assigned to investigate a Category 1 Allegation should
 interview the

 complainant and the subject officer and review relevant reports, documents, and video.

 b. If a Lieutenant determines the incident is of greater complexity, or the investigation
 cannot be

 completed within 3 business days, he/she can refer the investigation back to Internal
 Affairs

 with the concurrence of the Major or higher authority.

 c. Upon completion of the investigation, the Lieutenant will summarize their findings and

 recommendations, in writing, and forward up the chain of command for review.

 • 2. Investigations by Internal Affairs Investigators

 a. Review the initial complaint and compile all related reports and materials in the
 department’s

 custody.

 b. Ascertain the specific allegations, note the member(s) involved and the date, time, and
 location

 of the incident. Identify any other witnesses to the incident, noting their name(s),
 address(es)

 and contact information.



SOP Template Page 10 of 11

 Page 20
 Doc #: SOP-XXXX
 Standard Operating Procedure Rev #: ###

 Effective Date: dd-MMM-yyyy

Title: PCRS Meeting Management
==
 c. Compile all relevant reports, statements, and transcriptions for inclusion in the case file.

 d. Forward the transcription (if any) of each interview to the Professional Standards
 Lieutenant for

 review upon its completion.

 e. Maintain and update the Internal Affairs database for each assigned case.

 • Command will review investigation and reach reviewer will provide written
 recommendation and justification for action

 • Chief of PD will review all internal investigations and may request additional info

 • IA will maintain/index all complaints

 • IA will track and analyze complaints to identify training, improve policies, annual state
 audits, annual reports, notify chief of patterns

 • Fair:

 • Does the IA disposition match the facts of the investigation?

 • Did everyone who took part in investigation have input?

 • Objective:

 • Is there evidence of bias during investigation?




SOP Template Page 11 of 11

 Page 21

APPROVED MINUTES
 POLICE CITIZEN REVIEW SUBCOMMITTEE
 August 13, 2025
 Meeting Held Remotely via Zoom

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

Members absent: Kaylin Kerina, Chair; Xavier Botana; and Keith Bidwell

Staff present: Associate Corporation Counsel Rachel Millette; Major Dan Hondo; and Tracy
Boyd.

6:03 Call to order.

 Motion was made by Randall and seconded by Rachel S. to approve July 9, 2025
 meeting minutes. Passage 4-0.

 Update on the new Civilian Police Review Board ordinance:
 Rachel M. informed the subcommittee that the City decided to send the ordinance
 to the Health, Human Services, & Public Safety Committee at the ordinance workshop.
 There is no scheduled date for when they are planning to discuss it. Joey shared that during
 the workshop several City Councilors referenced the letter the subcommittee sent, and that
 Councilor Bullett, Chair of the HHS & Public Safety Committee, said that they’d take up
 the issue after September.

 Training SOP:
 Rachel S. drafted a PCRS training SOP for approval and implementation. Members
 provided feedback. Rachel S. volunteered to be the training coordinator. Subcommittee
 members will have six months to complete required training.

 Motion was made by Joey and seconded by Rachel S. to approve the Training SOP
 with the following caveats:
 ● that Rachel S. will revise the document by moving the requirement that members
 familiarize themselves with national police oversight models in the initial training
 section into the Ongoing Training section, then the revised SOP will be uploaded
 to the PCRS’s City page;
 ● the training spreadsheet will be created and uploaded to the City’s Google drive;
 ● both Kay and Rachel S will sign the SOP; and
 ● the SOP along with the training tracker will also be included in the Annual Report.
 Passage 4-0.

 Discussion of meeting format including discussion of in person meetings:
 Rachel S. explained that she is in favor of quarterly in-person meetings and that PD
 has indicated that they support them as well. Subcommittee members provided feedback,
 and the subcommittee decided to proceed initially with quarterly in-person meetings.
 Corporation Counsel staff will look into booking a conference room in October.

 Discussion of complaint presentation process & means of receiving complaint
 data:
 Randall is working on a format for the case review process which he will present
 in September. Randall will present two documents in September for member feedback –
 meeting procedures and IA case presentation/rating. Rachel S. would like to see
 improvements in the manner in which complaint data is shared. Rachel M. will follow up
 with PD with Rachel S.’s questions about sharing IA case files securely.

 Discussion of citizen complaint process and potential improvements:
 Joey and Walter were tasked with this topic and will meet next week to discuss,
 and will bring a proposal to the September meeting.

 Discussion of communication with police department following votes:
 Members brainstormed various ways to deliver feedback to PD, and solicited
 feedback from IA Lieutenant Hondo as to what would be useful from the PD’s perspective.
 Randall is including feedback as part of the September documents he is drafting for
 subcommittee review and discussion.

 No public comment was offered as no members of the public were present at that
 time.

7:27 Motion was made to enter into Executive Session pursuant to 1 M.R.S. Sec.
 405(6)(F) to discuss IA2025-008 by Randall and seconded by Rachel S. Passage 4-0.

7:36 Out of Executive Session.

 Motion was made by Randall to postpone voting on IA2025-008 until the
 September meeting; seconded by Walter. The Committee sought more information from
 the IA officer who shepherded this case, and as he was not present for this meeting, the
 committee postponed it to September. Passage: 4-0.

 Next meeting’s date and agenda topics:
 ● Discussion of the citizen complaint process (Joey & Walter)
 ● Discussion of revised draft of meeting procedures (Randall and Keith)
 ● Present draft procedures for IA case presentation and voting process (Randall and
 Rachel S.)
 ● Check in on complaint data sharing
 ● Check in on in-person meetings
 ● Check in on training requirements (Rachel S.)
7:47 Motion was made by Randall and seconded by Walter to adjourn. Passage 4-0.