Civil Service Employment Subcommittee — Portland, ME
Date: 2026-01-14
Time: 18:00

City of Portland
 Police Citizen Review Subcommittee

 AGENDA
 January 14, 2026
 6:00 PM


 This meeting will take place in person at City Hall in room 209 at 6:00 p.m. To submit
 written public comment on an agenda item, email pcrs@portlandmaine.gov. Submissions
 must be received by 12:00 pm the day before the Police Citizen Review Subcommittee
1.
 meeting to guarantee their inclusion in the agenda packet. All submissions must include the
 commenter's name and legal address. To help ensure your comment is submitted for the
 correct item, please include the name of the agenda item (see below).


2. Call to Order


3. Introduction of new member: Sam Tracy


4. Approval of the December 10, 2025 meeting minutes


 a. Attachment
5. Public comment on agenda items


6. Update on the new Civilian Police Review Board ordinance


7. PCRS training check-in


8. Update of the citizen complaint/commendation process (Joey & Walter)


9. Report back re: data sharing needs, concerns and recommendations questions


 Annual Report - Randall and Rachel S. will draft an outline which will include what data is
10.
 needed from PD and legal


 a. Attachment
11. Discussion of recommendations re: Professionalism SOP (Randall)
12. Portland Police Department Behavioral Health Unit for PCRS Training (Xavier)


 a. Attachment
13. Public comment on agenda items


14. Next meeting’s date and agenda topics


15. Adjourn

City of Portland
 Police Citizen Review Subcommittee

 AGENDA
 January 14, 2026
 6:00 PM


 This meeting will take place in person at City Hall in room 209 at 6:00 p.m. To submit
 written public comment on an agenda item, email pcrs@portlandmaine.gov. Submissions
 must be received by 12:00 pm the day before the Police Citizen Review Subcommittee
1.
 meeting to guarantee their inclusion in the agenda packet. All submissions must include the
 commenter's name and legal address. To help ensure your comment is submitted for the
 correct item, please include the name of the agenda item (see below).


2. Call to Order


3. Introduction of new member: Sam Tracy


4. Approval of the December 10, 2025 meeting minutes


 a. Attachment
5. Public comment on agenda items


6. Update on the new Civilian Police Review Board ordinance


7. PCRS training check-in


8. Update of the citizen complaint/commendation process (Joey & Walter)


9. Report back re: data sharing needs, concerns and recommendations questions


 Annual Report - Randall and Rachel S. will draft an outline which will include what data is
10.
 needed from PD and legal


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




 Page 1
12. Portland Police Department Behavioral Health Unit for PCRS Training (Xavier)


 a. Attachment
13. Public comment on agenda items


14. Next meeting’s date and agenda topics


15. Adjourn




 Page 2
 MINUTES
 POLICE CITIZEN REVIEW SUBCOMMITTEE
 December 10, 2025
 (Via Zoom meeting)

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

Members absent: none

Staff present: Chief Mark Dubois; Major Dan Hondo; Attorney Rachel Millette; and Tracy Boyd

6:03 Call to order.

 Approval of the November 12, 2025 meeting minutes:

 Motion was made by Xavier and seconded by Randall to approve November 12, 2025
meeting minutes. Passage 5-0.

 Election of new Chair/Vice Chair:

 Xavier announced that his term is expiring and he will not seek another term on the
subcommittee.
 Joey volunteered to be chair. Randall nominated Joey for chair, Xavier seconded. Passed
4-0, Joey abstained.
 Randall nominated Rachel S. for vice-chair, Xavier seconded. Passed 4-0. Rachel S.
abstained.


 Update on the new Civilian Police Review Board ordinance:
 The Health & Human Services and Public Safety Committee voted to send the proposed
ordinance to the full City Council with some changes. The ordinance will require two reads in
front of the City Council, possibly in January, and if the City Council votes to approve the
ordinance there is a 30-day waiting period before it becomes effective. Once it becomes effective,
the current subcommittee will be dissolved and applications for the new board, with preference for
current PCRS members, will be accepted. There may be a lapse of time before the Legislative and
Nominating Committee reviews applications and appoints members to the Citizen Police Review
Board.


 Training check-in:
 Rachel S. checked in with each subcommittee member and will be available for any
questions in the future.




 Page 3
 Update of the citizen complaint form accessibility/availability questions submitted to the
city:
 Joey will forward the questions to Rachel M.


 Discussion of final draft of meeting procedures, public comment & vote:
 Randall made a few edits to the document and shared the changes with the group. Xavier
moved to approve the SOP, Rachel S. seconded. Passed 5-0. Randall will sign the SOP and then
send it to Joey for his signature before forwarding it to legal to be posted to the website. Later in
the meeting, Randall made a motion to amend the timing of public comment in the Meeting
Procedure SOP to include public comment at the beginning and end of the meeting. Joey made a
motion to approve the amendment, Xavier seconded. Passed: 5-0


 Report back re: data sharing needs, concerns and recommendations:
 Joey received a response from IT regarding best practices in handling sensitive data.
Subcommittee members asked some clarifying questions. Rachel S. would like to return to this
subject, particularly the idea of using a different platform to share information, after the new board
is in place. Randall spoke about needing to download certain files before viewing them and
wondered if members still need to ask permission if they are being prompted to download files.
Rachel M. will look into the members’ questions.


 Discussion of the Annual Report - decisions for who will draft it, when they’ll do it, and
what data is needed for the report:
 Randall expressed concern regarding the timeline of drafting the Annual Report as it relates
to the present subcommittee being dissolved and the initiation of the new board and suggested
drafting an abbreviated version of the Annual Report. Randall will work on the data portion and
Rachel S. will work on the narrative portion of the report. Joey and Xavier will be in an advisory
role. The following timeline was proposed:
 December: discuss content and volunteers
 January: start draft report
 February & March: draft and review
 April: Approval of the Annual Report
 Randall and Rachel S. will meet in early January to determine what data to request from
the City and PD and then will prepare a draft outline for the January meeting. Discussion of the
data needs included how the complaint was received and essentially the same data previously




 Page 4
requested though reducing the number of dates in the data to when the complaint was filed and the
date of the Chief’s decision.


 Discussion of recommendations re: Professionalism SOP:
 Discussion around the proposed language. Randall suggested the draft be added to the
January agenda for further discussion and the vote to approve.


 Report back re: Behavioral Health Unit & Major King:
 Xavier spoke with Major King. Major King will get back to Xavier after speaking with the
Chief regarding a BHU presentation to the group.


 Discussion of possible improvements to the post-review complainant letter:
 This discussion was postponed to a later date.


 No public comment was offered.
 Next meeting’s date and agenda topics:
 January 14, 2026 in person meeting.

 ● Update on the new Civilian Police Review Board ordinance
 ● PCRS training check-in
 ● Update of the citizen complaint/commendation process
 ● Data sharing questions
 ● Annual Report – Randall and Rachel S. will draft an outline which will include
 what data is needed from PD
 ● Discussion of recommendations re: Professionalism SOP
 ● Report back re: Behavioral Health Unit & Major King


7:45 Motion was made by Walter and seconded by Xavier to adjourn. Passage 5-0.




 Page 5
 PCRS 2025 Annual Report Draft Outline

 I.​ Background on PCRS
 A.​ History and model of PCRS (brief)
 B.​ Explanation of PCRS’ 3 main duties (brief)
 C.​ Membership composition
 1.​ 2025 membership chart
 2.​ City employee support/participation

II.​ 2025 Overview
 A.​ Meetings
 1.​ Number of meetings, virtual and in-person
 a)​ Links to meeting recordings
 B.​ Cases reviewed and findings
 1.​ Chart showing cases reviewed by PCRS in 2025
 a)​ Including types of allegations
 b)​ Including PCRS findings (4 criteria)
 C.​ Projects PCRS worked on in 2025
 1.​ Training/orientation, meeting procedures, case presentation/review
 2.​ Data guidelines
 3.​ Outreach to the public and public participation
 4.​ Strengthening communication with PPD​

III.​ Data and Analysis
 A.​ Data (TBD)
 B.​ Analysis (TBD)
 C.​ Bigger picture take-aways from PCRS’ assessment of PPD IA processes, and
 work with PCRS

IV.​ Future of PPD Civilian Oversight
 A.​ Overview of new ordinance process (brief)
 1.​ Anticipating dissolution of PCRS and start of new board in 2026
 B.​ Recommendations to new board, particularly in light of expanded scope
 1.​ Utilizing PCRS SOPs etc
 2.​ Collaborative approach with PPD

V.​ Appendices
 A.​ IA Investigation Presentation SOP
 B.​ Training SOP
 C.​ Meeting Process SOP




 Page 6
 Tracy Boyd <tboyd@portlandmaine.gov>



Fw: Reply
1 message

Xavier Botana <xebotana@yahoo.com> Tue, Dec 16, 2025 at 7:05 AM
To: Tracy Boyd <tboyd@portlandmaine.gov>
Cc: Joey Brunelle <joey.brunelle@gmail.com>

 Tracy,
 Could you include the email below in our January agenda packet under the BHU follow-up agenda item?
 Thanks,
 Xavier

 ----- Forwarded Message -----
 From: Xavier Botana <xebotana@yahoo.com>
 To: Jason King <paulk@portlandmaine.gov>
 Sent: Tuesday, December 16, 2025 at 07:03:44 AM EST
 Subject: Re: Reply

 Jason,
 Thanks for getting back to me. I will pass this along to the PCRS at our January meeting and I will ask to see if there are
 any direct questions that we would like you to attempt to answer.
 Best,
 Xavier

 On Friday, December 12, 2025 at 12:08:09 PM EST, Jason King <paulk@portlandmaine.gov> wrote:


 Xavier,

 I spoke with the Chief, and as I stated on our call, we are not going to have a member of BHU come to the PCRS to
 present. As you know, the purview of the PCRS is to review the Internal Affairs Investigation process. BHU does not fall
 under the PCRS, the same as Dispatch and our other civilian professional support staff.

 If there are direct questions that the PCRS has, send them to me and I will try to answer them. Additionally, ride-alongs
 with patrol are a great way to see the interaction of BHU with officers and the day to day calls for service. Have a good
 weekend.

 Jason

 --
 Jason King
 Major
 Bureau of Operations
 Portland Police Department
 (207) 874-8547

 Notice: Under Maine law, documents - including e-mails - in the possession of public officials or city employees about
 government business may be classified as public records. There are very few exceptions. As a result, please be advised
 that what is written in an e-mail could be released to the public and/or the media if requested.




 Page 7

APPROVED MINUTES
 POLICE CITIZEN REVIEW SUBCOMMITTEE
 January 14, 2026
 Meeting Held In-Person (City Hall – room 209)

Members present: Rachel Schlein, Vice-Chair; Sam Tracy; Randall Kilty (attended via Zoom);
Joey Brunelle, Chair (attended via Zoom)

Members absent: Walter Biha and Xavier Botana

Staff present: Lieutenant Jacob Titcomb and Tracy Boyd

6:05 Call to order and introductions.

 Motion was made by Joey and seconded by Randall to approve December 10, 2025
 meeting minutes. Passage 3-0, Sam abstaining.


 No public comment.


 Update on the new Civilian Police Review Board ordinance:

 The second read and City Council vote is scheduled for January 21, 2026. Once
 passed, the ordinance will become effective after 30 days and the present board will be
 dissolved. The subcommittee is waiting on guidance for the process of present members
 and new members to apply and be appointed. It is unclear whether or not there will be a
 February meeting or not.


 PCRS training check-in:

 Joey and Sam discussed training. Rachel S. reported that there are some loose ends
 in regards to members completing training. Rachel S. will reach out to individuals. Joey
 pointed out that the current members may choose to not apply to the new board thus making
 the current training requirements moot.


 Discussion of the citizen complaint/commendation process:

 Joey suggested that because of the likelihood of the new board being approved by
 the City Council that this topic be forwarded to the new board once it is established.
 Data sharing needs, concerns and recommendations:

 Rachel S. suggested that the outstanding questions around this topic be forwarded
 to the new board when it is established in addition to adding the subcommittee’s
 questions/concerns to the Annual Report under recommendations.

 Annual Report Check-in:

 Randall shared the draft outline document for review. Members discussed their
 concerns over the timing of drafting and approving the report in regards to the new CPRB
 ordinance being passed on January 21. One possible solution would be to draft the report
 for the new board’s approval. There was discussion around what data to include in the
 report.

 Professionalism SOP recommendations:

 The suggested SOP language will be added to the Annual Report under the
 recommendations section of the report.


 Behavioral Health Unit (BHU) PCRS Training:

 Rachel summarized Major King’s email response to Xavier. Rachel recommended
 members participate in ride-alongs as they may include BHU interactions with the public.
 The BHU document that was provided to subcommittee will be added to the training
 materials. Major King is available for any questions the subcommittee members might
 have. Joey suggested that the new board pay attention to cases that involve or relate to the
 BHU.


 No public comment.

 Next meeting’s date and agenda topics:

 ● Update on the new Civilian Police Review Board ordinance & clarifying the dissolution
 process
 ● Further discussion of data sharing needs, concerns and recommendations
 ● Review and (possible) approval of the 2025 Annual Report
 ● Attach the letter to the agenda that Walter & Joey sent regarding the citizen
 complaint/commendation process

 Joey suggested holding the final meeting on February 11, 2026 in person.

6:55 Motion was made by Joey and seconded by Sam to adjourn. Passage 4-0.