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HomeMy WebLinkAboutItem 02 Police Dept Implementation of sUASAGENDA ITEM SUMMARY SPRINGFIELD CITY COUNCIL Meeting Date: Meeting Type: Staff Contact/Dept.: Staff Phone No: Estimated Time: Council Goals: 1/3/2022 Work Session Andrew Shearer 541-726-3729 40 Minutes Strengthen Public Safety by Leveraging Partnerships and Resources ITEM TITLE: POLICE DEPARTMENT IMPLEMENTATION OF SUAS (small unmanned aircraft system) ACTION No action required. Council is asked for their time and input on the sUAS program. REQUESTED: ISSUE The Springfield Police Department has identified a need to employ sUAS STATEMENT: technology to enhance safety for officers and the public. Equipment has been acquired, privacy protection policy has been developed in accordance with state and federal law, and program training requirements and operating procedures have been established that include mandatory annual reporting. ATTACHMENTS: Attachment 1: Council Briefing Memo Attachment 2: Police sUAS Presentation Slides Attachment 3: SPD sUAS Policy Draft Attachment 4: Springfield All City Operations Manual DISCUSSION/ See Council Briefing Memorandum FINANCIAL IMPACT: MEMORANDUM City of Springfield Date: 1/3/2022 To: Nancy Newton COUNCIL From: Chief Andrew Shearer BRIEFING Subject: Police sUAS Update MEMORANDUM ISSUE: The Springfield Police Department has identified a need to employ sUAS technology to enhance safety for officers and the public. Equipment has been acquired, privacy protection policy has been developed in accordance with state and federal law, and program training requirements and operating procedures have been established that include mandatory annual reporting. Council is asked for their time and input on the sUAS program. COUNCIL GOALS/ MANDATE: Strengthen Public Safety by Leveraging Partnerships and Resources BACKGROUND: SPD is committed to continually evaluating how we police in order to improve and meet the community's expectations of their police department. Law Enforcement use of emerging technologies to enhance public safety and to build community trust are components of the Six Pillars of 21 st Century Policing. 1. Building trust and legitimacy, 2. Policy and oversight, 3. Technology and social media, 4. Community policing and crime reduction, 5. Training and education, 6. Officer wellness and safety. Over the past several months, SPD has developed a capability to deploy small unmanned aerial systems (sUAS), or more commonly referred to as drones. The use of sUAS technology by first responders has been occurring nationally and throughout the state of Oregon successfully in recent years. During the inception of these programs a range of legitimate issues were brought to the forefront by communities around the country. Those issues included concerns related to privacy and constitutional considerations, potential liability the sUAS may pose related to injury or rights violations, weaponization, and perceived lack of oversight. As a result, legislation has been passed here in Oregon that will guide the SPD program. Federal legislation also now exists that dictates requirements for police agencies that want to operate sUAS. The benefit of SPD remaining on the sidelines of sUAS program development to date has allowed these concerns to be addressed through legislation, its allowed time for best practices to be well established by bodies such as the U.S. Department of Justice, National Association of Chiefs of Police and the Police Foundation, and technologies have improved. The drawback to remaining on the sidelines is that we have not been able to deploy this technology to the benefit of the Springfield community. Benefits that can include improved vehicle accident reconstruction and crime scene investigations, active support during vehicle or Attachment 1, Page 1 of 2 MEMORANDUM 12/27/2021 Page 2 foot pursuits of oftentimes dangerous subjects, search and/or rescue operations, risk mitigation and de-escalation during immediate life safety situations such as hostage events or active threat incidents. Policy, Procedures, Training SPD collaborated with the City Attorney's office to develop a draft sUAS policy and a city-wide operation manual (Attachments 3 and 4). The philosophy that drives our policy and procedure for this technology is based on respect for privacy and civil liberties, the mission to protect life and property, and to improve overall safety by enhancing situational awareness. The use of sUAS can have a range of benefits for the operations of other city departments so we want to be at the forefront of establishing policy and protocols to ensure we all follow the law and best practice. Pilot training proficiency is dictated by FAA regulation part 107. Ongoing training occurs on a monthly basis alongside members of the Eugene Police Department Drone Team. That team has been operating with success for years and is seen as a leader in the field regionally and around the state. We are leveraging our strong working relationship with EPD to learn from and train alongside their members. Current Equipment SPD has acquired its current equipment primarily through donations from private parties or other police agencies. It is capable of indoor and outdoor flight, day or night flight, but it is limited to use during fair weather only. This equipment is sufficient currently for us to begin a pilot program to evaluate the number and type of deployments during the year ahead to further inform future needs. SPD is committed to transparency, community collaboration, and positive change in order to build trust and provide the highest level of public safety service to this city. Utilization of sUAS will make the members of this department safer and will allow us to better protect and serve the community of Springfield. RECOMMENDED ACTION: No action required. Council is asked for their time and input on the sUAS program. Attachment 1, Page 2 of 2 Springfield Police Department SGT BRIAN KEETLE CHIEF ANDREW SHEARER COUNCIL WORK SESSION JANUARY 3, 2022 Attachment 2, Page 1 of 20 �Q�PNGF/�c`O �R�nnN 100LICE/ DRONES IN THE FIELD POLICE AND LAW ENFORCEMENT DRONES s` 40 i Attachment 2, Page 2 of 20 SPD Drone Team Presentation M C7 C7 11 C7 11 What is a Drone or sUAS ? Small Unmanned Aerial system Under 55 Lbs. Various capabilities Mainstream technology Enhance Police and community safety • Mitigate risk � • Expedite crash/crime scene processing • Rescue operations • De-escalation • Improve situational awareness Attachment 2, Page 3 of 20 c.,Q�PNGF/F`O �q�nnN 100LICE/ SPD Philosophy • Leveraging resources available to the City of Springfield • Protect lives and property • Situational awareness • Primary concerns are Safety/privacy/civil liberty Firefighting Quickly locate victims, identify hot spots, and screen for ftre nsks to draft targeted rescue pians while keeping personnel safe_ Learn more > Law Enforcement Gain critical intei in conflicts or emergencies to make umeiy and informed decisions without putting teams in harm's way. Learn more > Attachment 2, Page 4 of 20 C6QP,\N F1 `O RcGnN POLICE F7 Search and Rescue Scan search areas to locate stranded persons and quickly dispatch rescue teams. Learn more > Power Inspection Pinpoint defects and identify risks on equipment to effectively monitor operations and improve efficiency in inspection and maintenance. Learn more > Environmental Protection Monitor changes in the environment to facilitate wildlife protection. �] oil silo] MIiNIC [0).71 IM0101 I [el I Ito Drones were key in finding Hobart standoff suspect, who turned gun on himself wbay.com On Dec. 15, police received a 911 call for a domestic disturbance. A 25 -year-old woman told officers that her boyfriend was threatening to kill her. Drone's infrared camera assists in putting out a Wheatfield Township house fire wilx.com Fire crews were able to rescue two dogs and a cat from the home. New drones to aid police with crashes, search operations tah leq uand al lyp ress.co m A Tahlequah Police Department officer is getting ready to teach a class so the department can use drones for assistance on calls. SPRINGFIELD And -00 OREGON When can drones be used? • Search Warrants/ Court • Exigent circumstances • Life safety emergencies • Within ORS and FAA regulations • Springfield sUAS policy Orders Attachment 2, Page 6 of 20 Prohibited uses by Law Enforcernen • Random surveillance • Targeting based on individual characteristics • Non L.E. related activity • CANNOT be weaponized Attachment 2, Page 7 of 20 49�PNGF/F`O W�IIPEGD �100LICE/ Addressing Community Concerns • Crowd monitoring • Personal property • Strict guidelines to protect privacy Attachment 2, Page 8 of 20 c.,Qo%Gtzz` II VOOLICE / What is recorded and when? • Video retention • Follow established retention policy DRONE LOCATES WANTED SUSPECT _ FEBRUARY 3, 2021 HILLSBOR0 OREGON 1 o] N 1J /0110151 - ���SB6B0 POLI�F OREGON 4MMMvW Attachment 2, Page 9 of 20 - Mor 2M � � r How are they deployed • Easily and rapidly A • UISTances Up to one mile or greaTer e + =1? • Flight times 15-30 minutes • Stored at the PID for security • Pilots have sUAS in patrol car during shift Attachment 2, Page 10 of 20�.��� Y.r �Q�PNGF/�c`O R��nN POLICE ..4l SPD Drone Team Two Pilots currently • Goal of 4 pilots FAA licensed Train with EPD Team Member - L.E. Drone Association (LEDA) Pilot in Command • Responsible for safety and operation of sUAS • Supervisor Responsibilities • Record keeping/reporting • Liaison w/ FAA �Q�PNGF/�c`O R�nnN IVpOLICE/ • Review/update policies • Evaluate uses and replacement needs • Pursue best practices • Monitor program objectives, pilot performance, all deployments Attachment 2, Page 11 of 20 IM s_ Current SPD Equipment • 4 DJI drones • Donated • Capable of indoor/outdoo • Day or Night • Fairweather only; Not waterproof Attachment 2, Page 12 of 20 Pilot Training • FAA certification • Monthly training • Legal updates, equipment familiarization, scenarios • LEDA conferences • 40 -hour new pilot training • Individual daily training ELGIN, IL INUUUH I•LYINIi ni n SHFRMAN HUPITAI 1-05 / 4732 acrou Tor ceians �INOGO�' 1VpOLICE/ Or►O AERIAL I NF LU E NC E' r� Record Keeping and Reporting • FAA Certifications • Training records • Flight logs for aircrew members • Flight and maintenance records for each sUAS • Registration • AirData software Attachment 2, Page 14 of 20 c.,Q�PNGF/F`O q�nnN IVpOLICE/ Drone Identification • FAA/State registration adhered to sUAS • Visibly marked "City of Springfield" • Colored label, sticker, or unique covering Attachment 2, Page 15 of 20 c.,Q�PNGF/F`O �q�nnN 100LICE/ on Procedure SPRINGFIELD dwbt-w OREGON ti • • i 1 r'1 1!� AOL _ • qp � • OP * ~ _ t 0& SPRINGFIELD dwbt-w OREGON Future Goals with Advanced Capabilitie • Speaker systems for communicating from distance • Spotlights for illumination •Advanced thermal imaging (FLIR) systems • Obstacle avoidance sensors T.�.r . t - Attachment 2, Page 17 of 20 Looking Ahead • Metro Drone Team • Multi -agency collaboration • Add Pilots • Equipment acquisition/upgrades • DFR program development • Data storage, streaming capability Attachment 2, Page 18 of 20 c.,Q�PNGF/F`O �q�nnN 100LICE/ Thermal imaging drone leads to arrest at suspect in Saginaw cellphone store burglary mlive.com • • As us pect is in police custody following a nighttime burglary of a Saginaw cellphone store, thanks to the help of a drone. Drones have'unlimited uses,' Here's how area police departments are using the technology, '00luesti• metfowestdailynews.com Franklin, Sudbury, Milford, Millis and Westborough police all used rones for a variety of purposes to assist their communities. Drone usage continues to help GF law enforcement better serve community -ralleynewslive.corn Unmanned aircraft systems like drones can be a useful tool for law enforcement agencies. SPRINGFIELD M(01000 OREGON References https://oregon.public.law/statutes/ors_ chapter_ 837 https://www.ecfr.gov/current/title-14/chapter-1/subchapter-F/part-107 https://www.policefoundation.org/wp-content/uploads/2016/11 /UAS-Report.pdf Attachment 2, Page 20 of 20 c.,Q�PNGF/F`O �q�nnN 100LICE/ GENERAL ORDER 41.10.1 Drone Team GENERAL ORDER CROSS-REFERENCE: None SUMMARY The purpose of this policy is to establish guidelines for the use of Small Unmanned Aerial Systems (sUAS / Drones). This policy should be used in conjunction with all other applicable policies and procedures including: G.O. 2.3.1— Mutual Aid, G.O. 43.3.2 — Surveillance Equipment, G.O. 47.2.2 — Special Events, and G.O. 83.2.1— Crime Scene Processing / Evidence Handling. DISCUSSION Drones, also referred to as Small Unmanned Aerial Systems (sUAS) may be utilized to enhance the department's mission of protecting lives and property when other means and resources are not available or may be less effective. All drone operations will be in accordance with Constitutional and privacy rights, Federal Aviation Administration (FAA) regulations, and Oregon Revised Statutes sections 837.310 through 837.345. POLICY DEFINITIONS Small Unmanned Aerial System (sUAS) / Drone — An unmanned aircraft of any type (weighing less than 55 pounds) that is capable of sustaining directed flight, whether preprogrammed or remotely controlled (commonly referred to as an unmanned aerial vehicle (UAV)), and all of the supporting or attached systems designed for gathering information through imaging, recording or any other means. For the purposed of this policy, a UAS includes a drone, as defined by ORS 837.300. Remote Pilot in Command (PIC) — The PIC is a Springfield Police Employee who has obtained and maintains a valid remote pilot airman certificate in compliance with all Federal Aviation Regulations. The PIC is responsible for the complete and overall operation of any UAS flight they command. The Pilot -In -Command's main duty during the deployment of a drone is to operate the drone safely while accomplishing the goals of the deployment. Visual Observer (VO) — A Springfield Police Employee who conducts flight operations to support police UAS missions. The VO will be trained by police employees (PIC) who have obtained and maintain valid remote pilot airman certificates in compliance with all federal aviation regulations. PRIVACY The use of Drones involves privacy considerations. a. Drone operations will be conducted in accordance with all laws and regulations, including Federal, State and Local. Attachment 3, Page 1 of 7 PIC's shall take reasonable precautions to avoid inadvertently recording or transmitting images of areas where there is a reasonable expectation of privacy. Reasonable precautions can include, for example, deactivating or turning imaging devices away from such areas or persons during Drone operations. c. Use of facial recognition technology during drone operations is prohibited. REQUIREMENTS FOR USE a. Only authorized operators who have completed the required training (including FAA Part 107 Remote Pilot Certification) shall be permitted to operate department drones. Non -certified team members may operate drones for training purposes under the supervision of a certified team member. b. The drones shall only be operated in accordance with Part 107 regulations. c. Use of vision enhancement technology (e.g., thermal and other imaging equipment not generally available to the public) is permissible in viewing areas only where there is no protected privacy interest or when in compliance with a search warrant, court order, or exigent circumstances. In all other instances, legal counsel should be consulted. d. Drones shall be flown in accordance with the following Oregon Revised Statutes; 1. ORS 837.300 — Definitions 2. ORS 837.310 — Restrictions 3. ORS 837.320 — Authorized Use Upon Issuance of Warrant 4. ORS 837.330 — Written Consent 5. ORS 837.335 — Search and Rescue 6. ORS 837.340 —Criminal Investigations 7. ORS 837.345 —Training 8. ORS 837.360 — Registration 9. ORS 837.362 — Use of Data 10. ORS 837.365 — Weaponized Unmanned Aircraft Systems (Prohibited Drones shall only be operated by SPD: a. Pursuant to a valid warrant authorizing its use (ORS 837.320). b. When there is probable cause to believe that a person has committed a crime, is committing a crime or about to commit a crime, and exigent circumstances exist that make it unreasonable to obtain a warrant authorizing the use (ORS 837.320). c. With written consent of an individual for the purpose of acquiring information about the individual or the individual's property (ORS 837.330). d. As part of search and rescue activities (ORS 837.335, 404.200). e. When assisting an individual in an emergency if there is a reasonable belief that there is an imminent threat to the life and safety of the individual (ORS 837.335). 1. A report shall be prepared documenting the factual basis for the belief. 2. Within 48 hours of the emergency, a sworn statement shall be filed with the circuit court describing the nature of the emergency and the need for the use of the UAS. Attachment 3, Page 2 of 7 During a state of emergency declared by the Governor, if: 1. The drone is used for preserving public safety, protecting property or conducting surveillance that will be used to assess and evaluate environmental or weather- related damage, erosion or contamination. The drone is operated only in the geographical area specified in the Governor's proclamation. g. For the purpose of reconstructing a crime scene, or a similar physical assessment, that is related to a specific criminal investigation, only if the operations do not exceed 5 days (ORS 837.340). h. For the purpose of training in the use and acquisition of information, as provided in ORS 837.345. IV OPERATIONS The Springfield Police Drone Team shall adopt, and utilize the finalized City of Springfield Unmanned Aerial System Operations Manual. V SAFETY Safety of drone operations is of utmost concern. The safety of all operations should be considered during every flight. Part 107 requirements must be followed at all times, as well as safety requirements as outlined in the City of Springfield Unmanned Aerial System Operations Manual. VI PROHIBITED USE Drone surveillance equipment shall not be used to: a. Conduct random surveillance activities. b. Target a person based solely on individual characteristics, such as, but not limited to race, ethnicity, national origin, religion, disability, gender or sexual orientation, housing status, or source of income. c. Harass, intimidate, or discriminate against any individual or group. d. Conduct personal business of any type. Drones shall not be weaponized (ORS 837.365). 111 REMOTE PILOT CERTIFICATION All members of the SPD Drone team shall obtain, and maintain, a Part 107 Remote Pilot Certificate through the FAA. Each member will be required to obtain certification within two months of being selected for the team. VIII UAS TEAM CONFIGURATION Attachment 3, Page 3 of 7 Due to the vast array of operational uses, and to avoid overwhelming one work unit with requests from many other units, the drone team may consist of a variety of individuals with specialized skills. IX EQUIPMENT In order to maintain transparency, all drones will be clearly marked to maximize visibility with: a. City of Springfield and/or SPD name and logo. b. Red and blue anti -collision lights. Red and Blue lights should be used in addition to FAA required lighting, depending on the circumstances. Lights may not be used in rare circumstances where covert operations are necessary to preserve the integrity of an investigation or when required for officer safety related concerns. X OPERATIONAL REPORTING Each mission will be documented with a flight log. Ia DATA RECORDING Video recordings and photos will only be taken during missions where there is a reasonable expectation that the data will contain evidentiary value, or in situations where it may provide transparency of police department operations. Officers shall not edit, alter, erase, duplicate, copy, share, or otherwise distribute in any manner digital content captured by drone operations without prior written authorization from the Chief of Police, or designee. XII RETENTION AND RELEASE OF UAS DATA All evidentiary data will be maintained in accordance with established SPD evidence handling and retention standards. All video files from Unmanned Aircraft Systems (UAS) cameras shall be securely stored in accordance with state records retention laws and will be purged after no longer useful for purposes of training, or for use in an investigation or prosecution (including appeals), or for use in resolving a claim or pending litigation, or disciplinary investigation. All data, images, video and metadata captured by the Department cameras are subject to State statutes and City policies regarding use and records retention. Recording from UAS cameras shall be retained for at least 180 days, but no more than 30 months for a recording not related to a court proceeding or ongoing investigation. Recording that are evidence for an ongoing criminal investigation or court proceeding shall be kept in accordance with current records retention laws. The retention period begins from the date the UAS video camera recording was labeled. Attachment 3, Page 4 of 7 Any department member who receives a request for records shall route the request to the Digital Evidence Technician or the Unit Supervisor. Such recordings may only be disclosed under the conditions provided under Oregon Revised Statute 192.345. A reasonable attempt will be made by the releasing person or designee to notify any involved employee(s) prior to release of the information. XIII II I_1 LFA ILTA IaLTA 114:»:4]X41r_rII0Z&I Drone Team members are expected to meet the following: 1. Average attendance of 80% of team training days (rolling 12 -month period). 2. Responsiveness to team callouts with an average attendance of 60% (rolling 12 -month period). 3. Carry a drone every patrol shift and conduct at least 2 flights per week (training or deployment). 4. Complete a minimum of 2 hours of flight time every month, in addition to flights conducted on the monthly team training day. 5. Follow all training, FAA regulations, and SPD Policy and Procedure including State Law. 6. Follow the Safety Officer's pre-flight checklist for all flights. 7. Each pilot is responsible for operating their aircraft with caution and due regard for the safety of the aircraft and persons on the ground. XIV TRAINING The Drone Team will train one day each month. New pilots will receive a basic training period as recommended by the team supervisor. In order to operate different aircraft, pilots will be required to demonstrate proficiency to the team supervisor or other approved pilot prior to being released to fly additional craft. XV PATROL DEPLOYMENTS Pilots are expected to self -dispatch to calls where they believe a drone may be of assistance. The final decision of whether to deploy a drone is at the discretion of the pilot on scene. On -duty pilots (including the supervisor) are expected to handle emergent drone related calls to the best of their ability with the equipment and team members working. Patrol often only has one Drone Team Pilot working, and they are expected to handle the calls to the best of their ability. If a patrol call becomes protracted, or the need for additional equipment and resources are needed, the supervisor should be consulted regarding activating additional team members. Considerations for activating additional resources include, but are not limited to: a. The likelihood of the event continuing long enough for team member response (potentially 45 minutes to one hour). b. The level of need, and benefit of additional equipment or personnel. c. Pilot fatigue, duration the patrol pilot has been flying. Attachment 3, Page 5 of 7 XVI TEAM CALL -OUTS The Drone Team touches many different aspects of police work from emergency Patrol responses, to crime scene photography and mapping, and preplanned events, among other uses. Emergency call -outs, scene mapping, and photographs will be offered to pilots based on availability. On duty personnel first, and if none available, through a team call -out. Pre -planned events such as protests, SWAT activations, and Investigations assistance will be assigned by the team supervisor. The number of pilots required for each activation will be determined by the team supervisor based on the totality of the details known about the event. The team supervisor will respond to team call -outs at their discretion. Call -out requests made to the team supervisor will be screened for the following factors: 1. Is the proposed use of a drone within the capabilities of the drone equipment and personnel to perform? 2. Does the proposed use of the drone fall within FAA and department policies and procedures of drone usage? 3. Can the drone be deployed safely given current weather conditions? 4. If the drone deployment requires a warrant has one been requested and approved? 5. Are enough trained and qualified personnel available to safely operate the drone? XVII NIGHT FLIGHTS Flying at night presents additional challenges and risks due to low visibility. Team Members are expected to follow FAA regulations regarding night flying. In addition, the following regulations are to be followed: 1. Minimum flight altitude of 250 feet. 2. Visual Line of Sight at all times by the Pilot -In -Command, unless operating with another member of the Drone Team, in close communication. No flights in any area of elevation gain (south hills) without authorization from the team supervisor. M REQUEST FOR PUBLIC DEMONSTRATIONS All public requests for the Drone Team will be approved by the Unit Supervisor prior to making any commitment. XIX REQUEST FOR OUTSIDE AGENCY ASSISTANCE The Watch Commander, Unit Lieutenant or Unit Supervisor must approve all requests for drone assistance from outside agencies. When feasible, the department will attempt to honor such requests. All SPD Policies and Procedures must be followed while operating outside of the city. Attachment 3, Page 6 of 7 XX INCIDENT REPORTING / INVESTIGATIONS The Drone Team completes several different steps for flight and incident reporting. 1. All pilots will complete a supplemental report per department standards for any major incident. 2. All flights will be synced to AirData at the conclusion of each incident. 3. All activations/deployments will be documented in the activation log. 4. A "Drone Brief" will be sent to the team with a summary of the activation/deployment. 5. Any pilot involved in a crash will be unavailable to fly pending investigation of the crash which will take no longer than 30 days. The involved pilot will be available for callouts in a support role. XXI EQUIPMENT It is imperative that team members take care of the drone equipment. 1. Pilots should conduct a visual inspection of the drone prior to each shift. 2. If any damage is found, the equipment should be marked out of service, and an email sent to the drone team email group noting the problem and a phone call or text sent to the team supervisor. STATE REQUIRED ANNUAL REPORT An annual written report will be provided to the Oregon Department of Aviation (OAR 738-080-0050) that: (A) Summarizes the frequency of use of the unmanned aircraft systems during the preceding calendar year; (B) Summarizes the purposes for which the unmanned aircraft systems have been used by the public body during the preceding calendar year; and (C) Indicates how the public can access the policies and procedures established under ORS 837.362. Attachment 3, Page 7 of 7 City of Springfield Small Unmanned Aerial Systems (sUAS) Operations Manual Last Revision: September 2021 SPItINGFIELD 01ANG0N City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 1 of 9 Page 1 Table of Contents 1. Purpose 2. Philosophy 3. Protection of Rights and Privacy 4. Definitions 5. Administration 6. Organization 6.1 Unit Supervisor 6.2 Pilot -in -Command 6.3 Visual Observers 6.4 Student Operators 7. Equipment Storage and Maintenance 8. Training and Proficiency 9. Authorized Uses of sUAS 10. Flight Checklists, Logs, and Registration 10.1 Maintenance and Flight Logs 10.2 Pre and Post Flight Checklists 10.3 Registration 11. Record Keeping and Reporting 12. sUAS Identification 13. Deployment Priorities/Response Procedures 13.1 De -Confliction Procedures 13.2 Manned/Unmanned Aircraft Teaming 14. Emergency Procedures 14.1 Return Home Settings 14.2 Lost Link 14.3 sUAS Recover/Mishap 15. Occurrence and Hazard Reporting 16. Complaints and Media Inquiries 17. Storage of Media and Data Appendices A. Recommended sUAS Flight Check -List City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 2 of 9 Page 2 1. Purpose The following procedures are intended to promote safe, efficient and lawful operation of all City of Springfield Small Unmanned Aerial Systems (sUAS). Regardless of the nature of the mission, safety is the primary concern in each and every operation. 2. Philosophy The operation of sUAS has the potential to leverage the resources available to City of Springfield staff to inform actions and find efficiencies in many departments. This far-reaching technology may be used to protect the lives and property of citizens and first responders, enhance situational awareness during emergency response, inspect facilities, assets, infrastructure and natural resources, and enhance services provided to the community. It is the responsibility of every participating City of Springfield employee to contribute to the goal of continued safe sUAS operations. This contribution may come in many forms and includes always operating in a legal and safe manner while avoiding unnecessary risks. All participants engaged in the operation of sUAS have a responsibility to identify and mitigate any potential safety hazards related to procedures, operations, or maintenance before an incident occurs. The City of Springfield is committed to providing the best services possible to our community, and sUAS will always be operated in a constitutionally and legally sound manner that respects and protects the privacy and civil liberties of all. This means avoiding unneeded or unintended operation of sUAS and includes thoughtful consideration for personal privacy and public perception at all times. 3. Protection of Rights and Privacy Each department may have specific requirements for the handling of sensitive information and protecting privacy in accordance with existing law, but none shall conflict with the minimum requirements contained herein. Refer to applicable department policies on sUAS for more information. 4. Definitions 14 CFR Part 107 (Part 107): Federal Aviation Administration (FAA) regulations regarding Small Unmanned Aircraft Systems. Aircrew Member: Department personnel designated and selected as either "PIC," a "Student Operator," or any personnel operating, observing as a crewmember or maintaining a sUAS. Certificate of Waiver: A certificate issued by the Federal Aviation Administration authorizing a deviation from any regulation specified in 14 CFR § 107.205.. FAR: Federal Aviation Regulations are rules published by the FAA that govern the use of any airspace above the ground within the United States of America. Hazard: Something that has the potential to cause harm. Occurrence: An unplanned safety related incident, including accidents or damage to aircraft or property. Pilot in Command (PIC): Is a sUAS Operator who is certified under CFR 14 Part 107, approved by the Unit Supervisor, and who has met specified requirements of knowledge, training, and City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 3 of 9 Page 3 operational proficiency. The PIC is directly responsible for the safety and operation of the sUAS. The PIC is the sole person responsible for control of the sUAS and has the final responsibility and authority to conduct flight operations within the National Airspace System as defined by the FAA. A Student Operator may operate under the direct supervision of a PIC for training purposes as approved by the Unit Supervisor. Unit Supervisor: The Unit Supervisor is responsible for the overall direction and performance of the department sUAS program as defined by individual department policy. Refer to Section 6.1 for basic responsibilities of the Unit Supervisor. Small Unmanned Aerial System (sUAS): An unmanned aircraft of any type (weighing less than 55 pounds) that is capable of sustaining directed flight, whether preprogrammed or remotely controlled and all of the supporting or attached systems designed for gathering information through imaging, recording or any other means. For the purpose of this policy, a sUAS includes an "Unmanned Aircraft System (UAS)" commonly referred to as a "drone," as defined by ORS 837.300. Student Operator: An individual who has not yet earned a remote pilot certificate but is authorized to operate a sUAS by the Unit Supervisor under the direct supervision of a PIC. Visual Observer (VO): A trained individual who assists the PIC and/or the person manipulating the controls of the sUAS to see and avoid other air traffic or objects aloft or on the ground. The use of a VO provides an optional and additional means of airspace and obstacle de -confliction. 5. Administration This sUAS Operations Manual is not intended to be all-inclusive, but rather to act as a supplement to department sUAS guidelines, FAA regulations, and other documents, such as the user's manual provided by the manufacturer of the sUAS. This manual has been written to address sUAS operations as they existed when it was drafted. sUAS may be considered an emerging technology, and equipment, software, personnel, environmental conditions, regulations, etc., may change over time. 6. Organization. The organizational structure for the operation of the sUAS includes City of Springfield personnel functioning in the roles of Unit Supervisor, PIC, VOs, and Student Operators. 6.1 Unit Supervisor The Unit Supervisor is responsible for the overall direction and performance of the department sUAS program. The responsibilities of the Unit Supervisor for each department include but are not limited to: • Record keeping and reporting. • Contact with the FAA as needed. • Review and updates of program policies and procedures as needed. • Evaluation of sUAS based on case uses and replacement needs. • Monitoring the sUAS community to ensure best safety practices are incorporated into the City's use and operation of sUAS. • Establishing a review process to monitor program objectives, aircrew member performance, proficiency and use of sUAS. • Approve and remove aircrew members from flight status as needed. Any aircrew member may be temporarily removed from flight status at any time by the Unit Supervisor for reasons including, City of Springfield - 2021 sUAS Operations Manual Page 4 Attachment 4, Page 4 of 9 but not limited to, performance or proficiency. 6.3 Pilot -in -Command The primary operational responsibility of the PIC is the safe and effective use of sUAS in accordance with the user's manual provided by the manufacturer, federal and state law, and City policies and regulations. Ultimately, it is the responsibility of the PIC to ensure aircrew members meet current qualifications to operate a sUAS. 6.4 Visual Observers The role of a VO is to alert the PIC and the rest of the aircrew about potential hazards during sUAS operations. The use of a VO is optional, but is recommended to enhance situational awareness. The PIC may use one or more VOs to supplement situational awareness and visual loss of sight responsibilities. If a visual observer is used during the sUAS operation, all of the following requirements must be met: • The PIC, the person manipulating the flight controls of the sUAS, and the VO must maintain effective communication with each other at all times. • The PIC must ensure that the VO is able to see the sUAS and the position of other aircraft in the manner specified in 14 CFR § 107.31. • The PIC, the person manipulating the flight controls of the sUAS, and the VO must coordinate to do the following: a. Scan the airspace where the sUAS is operating for any potential collision hazard; and b. Maintain awareness of the position of the sUAS through direct visual observation. In addition to the requirements specified above, VOs may also be asked to: • Remain alert for suspicious persons or activities on the ground or in the air and coordinate response through the PIC and IC. • Operate any attachments to the sUAS, allowing the operator to maintain complete focus on the operation of the sUAS. • Monitor radio and other communications. • Complete documentation for mission training and updating of flight logs (as applicable). 6.5 Student Operators A Student Operator may operate a sUAS under the direct supervision of a PIC for training purposes as approved by the Unit Supervisor. A Student Operator must be accompanied by a PIC at all times while at the controls of a sUAS. A Student Operator is responsible for the safety and operation of the sUAS; however, the PIC has final authority over and responsibility for the sUAS at all times. Student Operators may not operate a sUAS without PIC supervision until training requirements have been met and the Student Operator is approved as a PIC by the Department Executive Director or designee. 7. Equipment Storage and Maintenance Participating City departments shall store and maintain equipment in a location and manner approved by the Unit Supervisor and in compliance with manufacturer guidelines. In addition, all participating personnel are equally responsible for maintaining the equipment and facility in a neat, clean and orderly fashion; and sUAS shall be stored in accordance with department policy and in a manner intended to prevent or reduce the probability of damage, tampering, or operation by unauthorized individuals per department policy. City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 5 of 9 Page 5 8. Training and Proficiency Before an aircrew member can function as a PIC, they must complete a minimum of four (4) hours of flight training with a City of Springfield PIC to demonstrate their knowledge of operational requirements and proficiency with the sUAS. The Unit Supervisor has the authority to change or waive the requirement for minimum hours of training based on demonstrated proficiency and written documentation of knowledge and experience of the PIC candidate. For ongoing training, all flights or exercises will be documented and count toward an aircrew member's training. Aircrew members shall have four (4) hours of ongoing training per calendar year. This training should include, but is not limited to the following topics: • Department commitment to safety • Member's role in safety • Review of sUAS program • Emergency safety procedures • Medical conditions affecting operations and self-assessment • Airspace • FAA regulations • Deployment • Maintenance, repair and storage of airframes • sUAS performance • Weather Successful Completion of the FAA Part 107 sUAS Certification or Recurrent Knowledge Test will fulfill the annual training requirement for the year it was completed. All PICs shall maintain operational proficiency of sUAS. Aircrew members without any documented flight time within a span of 180 days will demonstrate operational proficiency before functioning as PIC on a real-world event. Aircrew members may demonstrate operational proficiency on a real-world response or exercise in the role of a Student Operator at the discretion of and under the direct supervision of a current PIC. The Unit Supervisor shall determine the amount required training (flight time and/or instructive) to demonstrate operational proficiency. All training shall be documented in the aircrew member's file maintained by the department Unit Supervisor or in a centralized system. It is incumbent on the aircrew member to ensure compliance and proper documentation of training and flight time. Failure to maintain or document operational proficiency can result in removal from sUAS responsibilities. 9. Authorized Uses of sUAS See department sUAS policy for authorized uses by department. 10. Flight Checklists, Logs, and Registration Within the aviation community the utilization of checklists and consistent sUAS documentation has significantly reduced the risk of aviation operations, and City PICs are required to complete and maintain the following logs and checklists. Registration of sUAS is required by the FAA as well as the Oregon Department of Aviation. Individual departments and PICs are responsible for registration. City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 6 of 9 Page 6 10.1 Maintenance and Flight Logs • The PIC shall follow the maintenance schedule in the user's manual provided by the manufacturer of the sUAS and maintain flight software/firmware as required. • A maintenance log shall be established for each sUAS to track maintenance discrepancies and repairs. The maintenance logs shall be reviewed by the PIC before subsequent flights and updated after the last flight, not to exceed the operational period. • PICs shall maintain a personal flight log (electronic or paper) documenting the time, location, duration, purpose of flight, and type of drone. • PICs shall provide flight and maintenance logs at the request of the Unit Supervisor or higher chain of command. 10.2 Pre and Post Flight Checklists Departments are encouraged to schedule regular inspections to maintain a fleet of functioning sUAS units for use as needed. PICS are responsible for a thorough preflight inspection of the sUAS. Before and after each flight, the PIC shall: • Conduct a thorough inspection of the sUAS in accordance with the user's manual provided by the manufacturer. If the manufacturer does not provide a preflight checklist the PIC must adopt and use the checklist provided as Appendix A to this manual. • Any physical equipment or firmware/software discrepancy that cannot be resolved and which has a potential impact on flight safety will override the deployment of sUAS, and any discrepancy shall be resolved before flight. If issues are unresolved the sUAS will be removed from operation until all discrepancies have been resolved. • Conduct a post flight inspection of the sUAS and document any discrepancies in the sUAS's maintenance and flight time log. Emergency service departments are encouraged to conduct regular pre-flight checks at the beginning of the operational period or shift even if flights are not being conducted. In the event of an emergency, the regular pre-flight check may be substituted for an immediate pre-flight check. 10.3 Registration All sUAS used for City purposes shall be registered with the FAA and Oregon Department of Aviation. 11. Record Keeping and Reporting The Unit Supervisor has the responsibility for maintaining the following records. Aircrew member files shall be reviewed annually and should contain: • Copies of FAA certifications and expiration dates • Training records • Flight logs for aircrew members • Flight and maintenance records for each sUAS. Department Unit Supervisors will ensure flight logs for each PIC are compiled and maintained in a centralized system. 12. Identification City of Springfield sUAS will be labeled or marked in the following ways: City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 7 of 9 Page 7 • FAA and state registration numbers will be adhered to the sUAS as required by state and federal law. • sUAS will display obvious visible features identifying it as City of Springfield property, and these markings may appear as a colored label, sticker or covering (skin) on the sUAS. • When selecting a color coding it should have a high contrast value and relationship between the markings and the production color of the sUAS. The following link is for reference: https://www.designworkplan.com/read/signage-and-color-contrast • A contact phone number will be displayed on the hull of the sUAS. 13. Deployment Priorities/Response Procedures All sUAS operations shall be conducted in accordance with Part 107 or an approved Certificate of Waiver. The Incident Commander, division manager or supervisor, as designated by department policy, has mission approval authority, the PIC retains the final authority and responsibility for the operation and safety of the sUAS. If requests for sUAS support are received simultaneously, they shall be prioritized with life safety as the highest priority. 13.1 De -confliction Procedures When two or more sUAS are assigned to the same incident, the sUAS shall maintain a safe vertical and horizontal distance as coordinated by the aircrew on the incident. All aircrew operating in the same incident shall monitor and maintain voice communication over a common frequency when possible. Deconfliction is the responsibility of each PIC. The IC should consider the risk versus benefit prior to authorizing a multi sUAS operation. The primary agency on an incident has authority over air operations for that incident. 13.2 Manned/Unmanned Aircraft Teaming City of Springfield sUAS operations may only be conducted in the vicinity of manned aircraft when authorized by the FAA. Manned aircraft always have the right of way and must be avoided at all times. In the event that Air Ambulance, wildland firefighting aircraft, or other rescue aircraft are activated for use on an incident, sUAS flight operations in the area of the incident must be terminated immediately upon notification of their activation unless operation of sUAS is requested by the IC and meets FAA requirements. 14. Emergency Procedures Emergency procedures are specific to each sUAS type as designed by the manufacturer. It is the responsibility of the flight crew to be proficient with the sUAS operational manual provided by the manufacturer before any flight operations are conducted. Many sUAS have a number of failsafe options in the event of signal loss. These include the setting of a Home Location, Return to Home height setting, automated Hover, or Return to Home mode. The specific failsafe options available for each type of sUAS should be outlined in the documentation for that sUAS (Operator's Manual, Checklists, etc.). 14.1 Return Home Settings • Return Home location must be selected, programmed and verified on the system map prior to every launch. • Return Home location shall be an open area clear of all obstructions. • Appropriate Return Home Altitude must be selected & programmed to avoid tallest obstacle between operating the area and Return Home location. City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 8 of 9 Page 8 14.2 Lost Link • If signal link is lost for less than 5 seconds the PIC will activate Return Home on the controller and verify that the signal link can be regained prior to subsequent flight. • If signal link is lost with the sUAS for more than 5 seconds, the following procedures will be followed: a. Immediate notification to Air Traffic Control, if required. Provide last known location, altitude, direction of travel, expected behavior/flight path. b. Immediately notify the IC or supervisor. Give last known location, direction of travel, expected behavior/flight path. C. Verify Return Home location is clear of obstructions. d. Attempt to regain signal (troubleshoot remote control Antenna position, operator position, Line of Sight, battery, device, cable and app) e. If signal is not regained, visually verify automated return of sUAS or initiate sUAS recovery/mishap procedure. f. If signal is regained, notify Air Traffic Control if required and IC and initiate a precautionary landing to verify condition of sUAS system components. 14.3 WAS Recovery/Mishap Procedure • The PIC will immediately notify the IC or supervisor and provide estimated location of downed sUAS. • Notify Air Traffic Control (if applicable). • The IC will assign sUAS recovery resources. • The sUAS will be treated as evidence and not tampered with except for the extent to safely recover the sUAS. The sUAS will be impounded and Risk Services notified. • The Unit Supervisor will assign an investigator with the technical knowledge to determine cause of crash. The investigation, at a minimum, will document the required information list under "Accident Reporting" in Part 107. The findings will be forwarded up the chain of command within seven (7) days of the crash. • The sUAS will not be returned to service until the Unit Supervisor has determined the operational proficiency of the PIC and the airworthiness of the sUAS. 15. Occurrence and Hazard Reporting The Unit Supervisor shall establish or identify a hazard and/or occurrence reporting system. All reported hazards and/or occurrences will be investigated pursuant to established department policies. All flight crew members are authorized to take action to correct a hazard if in that member's opinion, delay will result in accident or injury. The DAC should be utilized by all departments for assistance with investigating any occurrences, reviewing files, and report preparation. All findings should be reviewed by the DAC and communicated to all aircrew members for educational purposes. 16. Complaints and Media Inquiries Departments shall follow their own established policies and procedures. 17. Storage of Media and Data Departments shall follow their own established policies and procedures in compliance with all legal requirements. City of Springfield - 2021 sUAS Operations Manual Attachment 4, Page 9 of 9 Page 9