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HomeMy WebLinkAboutItem 01- SPD Accreditation Award AGENDA ITEM SUMMARY Meeting Date: 5/20/2024 Meeting Type: Work Session Staff Contact/Dept.: George Crolly/SPD Staff Phone No: 541-744-4165 Estimated Time: 20 minutes S P R I N G F I E L D C I T Y C O U N C I L Council Goals: Strengthen Public Safety by Leveraging Partnerships and Resources ITEM TITLE: SPD ACCREDITATION AWARD ACTION REQUESTED: Northwest Accreditation Alliance Executive Director Scott Hayes will present the award to SPD at the City Council meeting via Zoom. ISSUE STATEMENT: SPD was recently awarded accreditation through the Northwest Accreditation Alliance. The Northwest Accreditation Alliance (NWAA) program was established to assist law enforcement and communications agencies in establishing and maintaining standards representing current professional practices. Northwest Accreditation Alliance standards support continued improvement of law enforcement services, demonstrates best practice, agency accountability and transparency, and enhancement of management operations. ATTACHMENTS: 1. Springfield PD Initial Report 2024 - NWAA DISCUSSION/ FINANCIAL IMPACT: The Springfield Police Department has completed the assessment for accreditation through the Northwest Accreditation Alliance. The NWAA Board reviewed the assessment and approved the assessor recommendation for official Accreditation. These assessments cover 108 legal, ethical, and operational standards. The law enforcement accreditation system establishes a uniform set of standards or “Best Practices” for police agencies that are consistent on an international scale, measurable, verified by an independent body as to compliance, and creates an accountability to the community, elected policy makers, and the line officers who are performing the day-to-day work. Within the law enforcement standards of Best Practices are compliance requirements dealing with life, health, safety, and high liability exposures. NORTHWEST ACCREDITATION ALLIANCE FINAL REPORT 10135 NW Coyner Avenue, Redmond Oregon, 97756 503-881-5566 Attachment 1 Page 1 of 22 Northwest Accreditation Alliance Final Report 1 Report Type: Initial Final Report ✓ Re-accreditation Final Report ☐ Onsite Report ☐ Short Report ☐ Agency Information: Agency Assessed: Springfield Police Department CEO: Chief Andrew Shearer CEO Email: ashearer@springfield-or.gov CEO Phone: (541) 726-2320 Accreditation Manager: Lieutenant George Crolly Agency Address: 230 4th St., Springfield, Oregon 97477 Agency Phone: (541) 726-3729 Number Authorized Sworn FTE 69 Number Authorized Non- Sworn FTE 55 (includes 18 jail personnel) Assessment: Date of Last Assessment: N/A Current Assessment Date: 2023 Review Period: 2022, 2023 Onsite Date: February 1, 2024 Extension Requested: N/A Law Enforcement Manual Edition: 7 Assessor(s): Assessor: Tom Rousseau Assessor: Attachment 1 Page 2 of 22 Northwest Accreditation Alliance Final Report 2 INTRODUCTION The Northwest Accreditation Alliance (NWAA) program was established to assist law enforcement and communications agencies in establishing and maintaining standards representing current professional practices. Northwest Accreditation Alliance standards support continued improvement of law enforcement services, demonstrates best practice, agency accountability and transparency, and enhancement of management operations. The Springfield Police Department joined the Northwest Accreditation Alliance in May 2022. This is the agency's initial accreditation. Re-accreditation occurs every three years. This is the agency's first assessment under the leadership of Chief Andrew Shearer. CITY/COUNTY PROFILE Springfield, Oregon is located in the heart of the Willamette Valley, known for its breathtaking mountains, majestic trees, fantastic parks, and a multitude of arts and recreational activities. Situated in Lane County, 110 miles south of Portland, Springfield is within an hour of the Cascade Mountains and an hour from Oregon's popular coast. Covering 15.84 square miles, the city is adjacent to I-5 and is within the Eugene-Springfield Metropolitan – Area, with a population of more than 60,000. Springfield is a family- friendly community where a healthy economy and numerous historical aspects of Oregon's past have blended into a vibrant place to call home. CEO PROFILE CHIEF OF POLICE ANDREW SHEARER Andrew Shearer has served as Chief of Police for the city of Springfield since May of 2021. He came to the agency after serving over 28 years at the Portland Police Bureau (PPB), retiring from PPB as Assistant Chief of Police. Chief Shearer holds a Master of Science Degree in Strategic Leadership from The University of Charleston and a Bachelor's Degree in Administration of Justice from Portland State University. Chief Shearer holds an Executive Certificate from the Oregon Department of Public Safety Standards and Training (DPSST), is a graduate of the Police Executive Research Forum (PERF) Senior Management Institute for Police (SMIP), a graduate of the Oregon Association of Chiefs of Police (OACP) Law Enforcement Leadership Institute (LEELI), and a graduate of the FBI National Academy, Session #268. Chief Shearer promotes a leadership style that is collaborative, inclusive, authentic, and focused on partnership with department staff, community, and public safety stakeholders. AGENCY PROFILE The Springfield Police Department (SPD) is a professional and community-focused organization employing over 120 people, including 69 sworn employees and 55 non-sworn employees, including jail personnel. In November 2022, Springfield voters renewed the Public Safety Levy, which supports nearly one-third of the department's budget. The renewal passed with the largest amount of support in the history of the measure, signaling a clear vote of support from our community members. The police department consists of the Office of the Chief, the Operations Division, the Operations Support Division, the Jail Services Division, and the Business Services Division. The police department provides year-round, twenty-four-hour service to the Springfield community through response to prioritized calls for service, visible police patrols, investigation of crime, enforcement of traffic laws, and providing detention services for municipal offenders. The police department also performs community outreach, provides crime prevention and safety education, and coordinates the dispatch of mobile mental Attachment 1 Page 3 of 22 Northwest Accreditation Alliance Final Report 3 health and crisis services. The organization is committed to its role as a community guardian by equally serving and protecting every member of the community in an equitable, fair, and just manner. The Operations Division consists of police officers, community service officers, and dispatchers who provide 24-hour services 365 days a year. Members respond to a wide variety of calls for service, including in-progress robberies, thefts from vehicles, domestic violence, welfare checks, and motor vehicle accidents. In 2023, SPD responded to 48,887 calls for service. Members and supervisors coordinate policing efforts with SPD special units and programs, such as the traffic team, school resource officers, K-9 unit, Major Accident Investigation Team (MAIT), bicycle patrol, and CAHOOTS (Crisis Assistance Help Out On The Street). Non-sworn patrol community service officers (CSOs) respond to non-emergency calls for service. CSOs perform a variety of services, including writing reports on incidents that are not in progress and do not require sworn officer presence, enforcing parking control laws such as nuisance vehicle and traffic hazard removal, assisting with local subpoena service, and providing support at accident scenes. CSOs deliver services that may otherwise be unavailable or significantly delayed. The Operations Support Division includes the Detective Unit, School Resource Officers, and Property/Evidence. Detectives assigned to the Investigations Unit investigate and follow up on person, property, and drug crimes. The crimes investigated range from murder to minor theft. Each team of detectives has a primary criminal investigative focus, to include assault, robbery and burglary crimes, sexual assault, child abuse, property theft, auto theft, and computer forensic investigations. ASSESSMENT PHASE The Northwest Accreditation Alliance utilizes two review methods: an electronic policy review using the PowerDMS Accreditation Module and an onsite review of the agency's practices. During the first assessment phase, the Assessor reviews the agency's policies, procedures, and proofs of compliance to confirm the agency complies with accreditation standards. If the agency has policies that require modifications or there are proofs of compliance that are insufficient, the Assessor will request the agency make policy adjustments and may request additional proofs of compliance to ensure the agency conforms with standard requirements. The second phase consists of an onsite assessment to confirm the agency policies and procedures are in practice. Generally, the Assessor will meet command personnel, conduct interviews, inspect facilities and equipment to the extent necessary to determine compliance with standards, and conduct an exit interview with command personnel. In addition to the agency's onsite assessment, the assessor will conduct an onsite review of the communications center the agency utilizes for emergency 9-1-1 services. ASSESSMENT SUMMARY On February 1, 2024, I conducted the onsite assessment at the Springfield Police Department. I contacted Lieutenant George Crolly, who is the accreditation manager, as well as Chief Andrew Shearer. During the visit, I met and spoke with Management Analyst Tiffany Moore, Community Outreach Coordinator Chris Solares, Crime Analyst Lily Wick, Dispatcher Michelle Miller, and Property Controller Suzanne Cushman. The agency utilizes its own secondary dispatch center, which receives calls from Central Lane dispatch. Central Lane dispatch provides emergency medical dispatch services. Central Lane dispatch is NWAA accredited. During the tour of the department and interviews, I was able to verify the following observable standards. Attachment 1 Page 4 of 22 Northwest Accreditation Alliance Final Report 4 OBSERVABLE STANDARDS 2.2.8 Body Armor ✓ 2.2.9 Occupant Safety Restraints ✓ 2.5.1 Patrol Vehicles Emergency Equipment ✓ 2.5.2 Vehicle Equipment ✓ 3.1.1 24-Hour Two-way Radio Communications ✓ 3.1.2 Communications Recording and Playback ✓ 3.1.3 Communications Emergency Power ✓ 3.1.5 Communications Security ✓ 3.3.5 Appropriate Bio-Hazard Labeling ✓ 3.3.6 Secure Storage of Evidence and Property ✓ 3.3.7 Temporary Secure After-Hours Storage for Evidence ✓ STANDARDS SUMMARY REPORT Status Total Mandatory Standards Mandatory 102 Not Applicable 6 Waiver Non-Compliance Total 108 DATA MAINTENANCE AND POLICY MODIFICATIONS Data Maintenance: The Assessor reviews PowerDMS entries to determine if the agency standards and data have been entered correctly and that all standards and proofs of compliance have been addressed. This section does not indicate compliance with standards or report on agency practices. Generally, it indicates preparedness and understanding of the accreditation process. The following standards required additional information to confirm compliance: 3.1.4 Attachment 1 Page 5 of 22 Northwest Accreditation Alliance Final Report 5 Policy Modifications, Applied Discretion: If an agency's policies or procedures require modification to meet standard requirements, the agency may modify the current policy or add new policy to adhere to standard requirements. New or modified policy changes are considered "wet ink" and are considered applied discretion. Modifications or additions to policy must be made prior to Board review. The following standards required changes or additions to policy to confirm compliance: 1.3.4- Firearms Proficiency A written directive requires that agency personnel authorized to carry firearms annually demonstrate proficiency in the use of agency-authorized firearms, and that all personnel authorized to carry firearms shall receive annual in-service training on the agency's use of force policies. Deficiency/Recommendation: Missing from policy 312 is a certified range instructor must monitor proficiency training. Agency Action/Final Status: The agency added verbiage to policy 312 that indicates "a certified firearms instructor shall monitor proficiency training." The agency is now in compliance with standard 1.3.4 Firearms Proficiency. Policy Manual: Springfield Police Department, SEIU, OPEU, Springfield Police Association CBA. N/A by Function: 1.5.11 Reserve Officers 1.5.12 Cadets 2.3.3 Aircraft Accidents 4.1.1 Temporary Holding Facility 4.2.1 Administration and Organizational Structure 4.2.2 Operational Procedures Out of Compliance Standard(s): None ASSESSMENT REVIEW 1.2.5 – Bias-Based Policing: Bias-based policing is strictly prohibited. However, nothing in policy is intended to prohibit an officer from considering protected characteristics in combination with credible, timely, and distinct information connecting a person or people of a specific characteristic to a specific unlawful incident, or to specific unlawful incidents, specific criminal patterns, or specific schemes. Every member of this department shall perform his/her duties in a fair and objective manner and is responsible for promptly reporting any suspected or known instances of bias-based policing to a supervisor. Members should, when reasonable to do so, intervene to prevent any biased-based actions by another member. Training on fair and Attachment 1 Page 6 of 22 Northwest Accreditation Alliance Final Report 6 objective policing and review of this policy shall be conducted annually as directed by the Training Sergeant. The Professional Standards Office shall annually provide the Law Enforcement Contacts Policy and Data Review Committee (LECC) with any profiling complaints. 1.3.3 – Use of Firearms: In accordance with their policy and ORS 161.242, a member may use deadly force only when it is objectively reasonable, under the totality of circumstances known to the member, to believe that the person poses an immediate threat of death or serious physical injury to the member or to a third person . Officers shall notify their supervisor immediately anytime an unintentional discharge of their primary, secondary, or other firearm occurs while on or off duty. If the unintentional discharge results in physical injury or death, the investigation procedures described in Policy 1.5.2 shall be followed. If there is no injury or death, the department shall investigate and forward a report, via chain of command, to Professional Standards. Members are prohibited from firing warning shots. A member shall only discharge a firearm at a moving vehicle or its occupants when the member reasonably believes there are no other reasonable means available to avert the threat of the vehicle, or if deadly force other than the vehicle is directed at the officer or others. Members should not shoot at any part of a vehicle in an attempt to disable the vehicle. There have been no reportable weapons discharges during the accredited period, including dispatching a wounded animal. 1.3.4 – Firearms Proficiency: The member shall fire a qualification course biannually and demonstrate to a department firearms instructor a satisfactory knowledge of the mechanics and safe operation and handling of the weapon. A certified firearms instructor shall monitor proficiency training. If a member fails to qualify, the firearms instructor shall immediately notify the involved member's Division Commander. The Division Commander, if necessary, may temporarily reassign the involved member to modified duty that does not require the carrying of a firearm. Members shall ensure that all firearms are locked and secured while in their homes, vehicles, or any other area under their control, and in a manner that will keep them inaccessible to children and others who should not have access. Members shall not permit department- issued firearms to be handled by anyone not authorized by the department to do so. Members should be aware that negligent storage of a firearm could result in criminal and civil liability. During the accreditation period there were no occurrences of failed firearms proficiency. 1.3.7 – Use of Force Reporting and Review: It is the policy of the agency to value and preserve human life. Officers shall use only the force that is objectively reasonable to effectively bring an incident under control while protecting the safety of the officer and others. Officers shall only use the level of force which a reasonably prudent officer would use under the same or similar circumstances. Officers shall strive to use the minimum force necessary to accomplish their lawful objectives. Any application of force by a member of this department shall be evaluated by the standard of reasonableness. This standard recognizes that officers are expected to make split-second decisions, and the amount of time available to respond to changing circumstances may impact an officer's decision. A Force Review Committee shall be appointed to review every use of force described in paragraph (a) of section 1.5.1.12 of the Use of Force Policy. The committee will be appointed by the Chief of Police and will have four standing members to include the Operations Division Commander, the Defensive Tactics Supervisor, the Firearms Instructor Supervisor, and the Crisis Intervention Team (CIT) coordinator. Use of force summaries and Force Review Committee findings shall be maintained by Professional Standards. The Professional Standards Sergeant shall, on an Attachment 1 Page 7 of 22 Northwest Accreditation Alliance Final Report 7 annual basis, conduct an analysis to determine the need for training and or policy modifications. In compliance with HB 2932, Professional Standards and/or the Records Division shall, annually, no later than (March 31), report on agency use of force by participating in the National Use-of-Force Data Collection annual reporting. Agencies in their initial self-assessment period are only required to provide one annual report. The agency provided a use of force annual analysis for Y2022. 1.3.8 – Officer-Involved Shootings: Pursuant to the Lane County Use of Deadly Physical Force Plan, and its associated Memorandum of Understanding (MOU), the District Attorney's Office is responsible for the criminal investigation into the circumstances of any officer-involved shooting or death. The criminal investigation of the involved members will be conducted by the Lane County Interagency Deadly Force Investigation Team (IDFIT). The department shall conduct an investigation, which may include separate administrative, civil liability, or criminal investigations. The provisions of the policy govern administrative investigations. If assigned, criminal and civil liability investigations will be conducted in accordance with law and procedure governing these types of investigations. There were no occurrences of officer-involved shootings during the accreditation period. 1.4.0 – Medical Considerations: Medical assistance shall be obtained as soon as it is safe to do so for subjects who have sustained physical injury reasonably requiring medical attention, complained of injury, sustained serious physical injury, or have been rendered unconscious. Medical attention for superficial injuries will be at the discretion of the on-duty supervisor. Policy provides for specific treatment for individuals whose primary injury is due to their exposure to control devices. 1.5.3 – Evaluations of Employee: Members are subject to annual performance evaluations. For the purposes of the policy, the performance assessment waiver shall be considered an annual evaluation of the employee as the criteria included the following: a. The member is performing satisfactorily; b. The member has not been subject to formal discipline in the prior twelve months: c. The member has not moved to a position in a different classification; d. Short-term and long-term professional/career interests have been discussed, e. Goals and objectives have been developed and discussed; and f. Job duties and performance expectations have been discussed. Newly hired and promoted employees shall be evaluated at the completion of their 6th and 12th months of employment and annually after that. Each employee's evaluation shall be in writing on an employee assessment form. Additional comment pages may be attached and become a part of the official evaluation. Completed evaluations shall be retained in the employee's personnel file in accordance with the department's document retention schedule. All supervisors shall be held responsible for the accurate completion of performance evaluation reports for the employees assigned to their work unit. The Human Resources Department will provide timely notice of evaluations which are due for all employees in the supervisor's work unit. Members may provide comments/rebuttal documentation. 1.6.1 – Cash Funds/Accounts: Petty cash funds are used to make purchases typically costing $50 or less when there is an immediate need for an item that is not obtainable through the use of a city-issued credit card. Petty cash funds are used to reimburse city employees for costs incurred to carry out city functions (parking, meals, etc.). Attachment 1 Page 8 of 22 Northwest Accreditation Alliance Final Report 8 The Office Supervisor in the Office of the Chief is the designated petty cash custodian for the police department. Petty cash transactions shall be conducted in accordance with Police Department procedure, which will align with the Finance Department policy and procedure. Police Records and Animal Control accept money for the purchase of records, related documents, and various fees. The Police Officer Supervisor in the Business Services Division is the custodian of the Records unit cash fund. The Animal Control Officer is the custodian of the Animal Control cash fund. A completed receipt shall be issued to the customer for each transaction, and a copy maintained for the Finance Department. The money and receipts shall be turned in to the Finance Department on a regular basis. The city conducts annual audits in compliance with ORS. 1.7.1 – Personnel Complaint Procedure: Complaints will be accepted in person, by telephone, email, or mail. Complaint forms will be maintained and be readily available in the department's public lobby. Complaints may be accepted from anonymous or third parties. The department may initiate a complaint. The oversight of all complaints will be the responsibility of the Professional Standards Division (PSD). After review, PSD will either assign the investigation to a Division Commander or retain it for a PSD investigation. All complaints will be reviewed and assigned or retained by PSD within three business days. The PSD supervisor will conduct an annual review of complaints received. The review will summarize the types of complaints received, identify trends, and determine whether any policy or training changes are needed. The review will be completed, and a written report submitted to the Chief of Police. Agencies in their initial self-assessment period are only required to provide one annual report. The agency provided a personnel complaint analysis for FY2022. 1.8.1 – Training Policy: The department seeks to provide ongoing training and encourages all personnel to participate in advanced training and formal education on a continual basis. Training is provided within the confines of funding, requirements of a given assignment, staffing levels, and legal mandates. Training is the responsibility of the Training Supervisor. All department-provided training shall be coordinated by the Training Supervisor or designee. The Training Supervisor shall conduct an annual training-needs assessment of the department. The needs assessment will be reviewed by Command Staff. Upon approval by Command Staff, the needs assessment will form the basis for the training plan for the year. The Training Supervisor should review certain incidents to determine whether training could improve future outcomes or reduce and prevent the recurrence of the undesirable issues related to the incident. The Training Supervisor shall seek to identify and develop roll-call training sessions that includes information from the Department of Public Safety Standards and Training, District Attorney, and contemporary law-enforcement publications; instructional methods; and instructional personnel. The Training Unit shall update records of employees following their participation in training programs. This record shall include the date of the training, the type of training, sponsoring agency, training hours received, any certificates received, and any test score. Training records shall be maintained in accordance with Policy 82.2.4 Records Retention. 2.1.2 – Vehicle Pursuit Driving: The agency's policy is clearly written and meets all standard requirements. Officers are authorized to initiate a pursuit when it is reasonable to believe that a suspect is attempting to evade arrest or detention Attachment 1 Page 9 of 22 Northwest Accreditation Alliance Final Report 9 by fleeing in a vehicle. The several factors listed in policy, individually and collectively, shall be considered in deciding whether to initiate a pursuit and or terminate a pursuit. Because of the seriousness of police pursuits, every incident shall be reviewed to determine the appropriateness of actions taken. The Watch Commander shall complete the "Vehicle Pursuit" module in the Blue Team IA Pro software and forward recommendations to the Operations Division commander for review. That review shall be forwarded to the Professional Standards Division. In the event that the supervisor is actively involved in the pursuit, the next supervisor on shift will conduct the Post Pursuit Review. The Pursuit Review Board shall meet quarterly to review all pursuits that occurred in the last quarter and offer training recommendations and policy changes to the Chief of Police. The board will consist of the EVOC supervisor, two EVOC instructors, one patrol sergeant, and the Operations Division Commander. During the first calendar quarter of each year, the Professional Standards Office will ensure that an annual review of all vehicle pursuit incidents for the previous calendar year is conducted. The analysis will focus on the effectiveness and trends in the use of vehicle pursuits that might suggest training or equipment needs, or policy modification. The agency ensures members are trained in emergency vehicle operations upon hire and periodically through in-service and other training opportunities. In addition to initial and supplementary training on pursuits, driving tactics and techniques, all sworn members of this department will participate no less than biennially (once every two years) in department training addressing this policy and the importance of vehicle safety and protecting the public at all times. Training will include a recognition of the need to balance the known offense and the need for immediate capture against the risks to officers and others, to the occupants of the pursued vehicle, and to the public. Agencies in their initial self-assessment period are only required to provide one annual report. The agency provided one pursuit analysis for Y2022. 2.1.6 – Special Response Unit: Special Weapons and Tactics (SWAT) and Crisis Negotiation Team (CNT) serve to provide tactical support to the police department. After reasonable efforts have been undertaken to resolve an incident, department members may request SWAT and CNT assistance to de-escalate an escalating situation, devise and implement re-engagement plans, or to otherwise resolve the situation with tools and resources not available to those already on scene. SWAT shall be responsible for developing and conducting annual special weapons qualification courses and for establishing qualification and familiarization standards. The use of special weapons is restricted to SWAT members who have successfully completed the special weapons qualification course within the last twelve months. The Training Sergeant shall be responsible for maintaining complete training records of participating SWAT members. The SWAT team leader shall decide when special weapons shall be deployed by SWAT members in an emergency police action. Members of the CNT will receive training on a variety of topics that may include negotiation principles, CNT objectives, types of hostage takers, and negotiation equipment. The agency will conduct an after-action report. Overall command of the teams will be assigned to a Division Commander by the Chief of Police. 2.1.7 – Prisoner Transport: If a prisoner escapes while being transported, the transporting officer is to immediately notify local authorities and provide all necessary information and assistance to them. If there is only one prisoner and the transporting officer is capable, he/she may pursue the escapee. The officer should remember that vehicles and radios are more effective than a prolonged foot chase. If there is more than one Attachment 1 Page 10 of 22 Northwest Accreditation Alliance Final Report 10 escapee, or if one prisoner escapes while other prisoners are secure, the transport officer shall not pursue. There have been no recorded prisoner escapes during the accredited period. 2.3.1 – Disaster Plan: A Disaster Operations Plan has been developed by the Emergency Management Manager to ensure the efficient and timely use of facilities and resources during emergency conditions including natural and man-made disasters, civil disturbances, and emergency situations at correctional facilities and other institutions. The Springfield Police Department will provide its cooperation in the implementation of such plan throughout the duration of the emergency. The Disaster Operations Plan developed by the Emergency Management Manager shall be reviewed as necessary by the police department. Recommended changes of updated information shall be forwarded to the Chief of the Fire and Life Safety Department for incorporation into this document. 2.5.3 – Vehicle Inspections: Before transporting a prisoner, the transporting officer shall conduct a thorough search of the prisoner. Except in emergency situations, searches shall be done by members of the same sex. The transporting officer(s) shall also conduct a thorough search of the transporting vehicle to ensure that no contraband or similar items are present. This search shall be conducted before the trip, upon arriving at destination, and upon return. Prior to each shift, the transport vehicle shall be checked for spare tire, seat belts, lug wrench, jack, flares, and gas/oil. Restraining devices shall be inspected to ensure that they are in good order and in adequate supply. On a continuing basis, every patrol vehicle shall be examined by fleet volunteers and/or staff using a patrol unit inspection sheet. The inspection sheet shall be returned to the Administrative Sergeant as soon as the inspection is complete. The Administrative Sergeant is responsible for ensuring that the inspection sheets are completed and deficiencies corrected. 3.1.3 – Emergency Power (Communications): The Springfield Police Department has its own dispatch center in the building. An electrical generator, located in the north parking lot of the police department, provides emergency power for the communications center and vital communications and lighting circuits in the event of failure to the primary power source. This unit shall be tested weekly and maintained by the Public Works Department. Any failures shall be immediately forwarded to the Services Bureau Commander for repair. 3.3.4 – Administration and Operations (Property and Evidence): The agency maintains a well-organized property and evidence room. The proper recognition, collection, and preservation of physical evidence is the first step toward the proper analysis or utilization of such evidence. The department maintains a separate property control unit staffed by professional property control personnel to ensure the proper handling, storage, and testing of evidence and to maintain the chain of evidence. The property control and property management functions are the responsibility of the Operations Support Division Commander. The property control unit consists of two Property Controllers. They are responsible for evidence and property from the time of receipt from the submitting member or citizen through disposition. These personnel are available during normal business hours or may be called out after hours as necessary by a supervisor. Guns, money, and drugs are stored and secured separately. Attachment 1 Page 11 of 22 Northwest Accreditation Alliance Final Report 11 3.3.10 – Property and Evidence Audits: Agency policy requires the following property and evidence inspections and audits: Inspections: The Investigations & Records Bureau Commander shall inspect the property function at least monthly. The inspection is conducted to determine that the property room is being maintained in a clean and orderly fashion, that provisions of department orders or other directives concerning the property management system are being followed, that property is being protected from damage or deterioration, that proper accountability procedures are being maintained, and that property having no further evidentiary value is being disposed of promptly. An inspection determines the property room is being maintained in an orderly fashion and agency directives concerning the property and evidence function are being followed. A review of policies, procedures, and practices should be conducted to determine compliance with established standards. NOTE: The inspection policy was updated in December of 2023 to include "monthly" inspections; therefore, monthly inspections were not conducted prior to that. The agency may modify their policy again after consideration of what is practicable. Audits: An annual audit of property held by the department shall be conducted by a supervisor designated by the Chief of Police. The designated supervisor shall not be in the evidence custodian's chain of command. This audit shall be for the purpose of ensuring the integrity of the system, not to account for every item of property. This process shall be documented with the results of the audit. An audit is a significant representative sampling of property, including "high-risk" items such as guns, drugs, and money. The sample of property and evidence should be sufficiently large enough to establish confidence that proper procedures and systems are being followed. Unannounced Inspections: Unannounced inspections and auditing of the system's integrity shall be conducted as directed by the Chief of Police. An unannounced inspection consists of a random sampling of evidence, the check of security systems and logs, safety protocol and equipment, and any other operation functions. Property accountability and security procedures should receive primary attention. This process shall be documented. Inventory: When a new property controller is designated, or there is a change in personnel in the agency who have access to the secure storage area, an inventory of property, to ensure that records are correct, shall be conducted jointly by the newly designated property custodian and a person appointed by the Chief of Police. Additionally, an inventory of property shall be conducted if there is reason to believe evidence has been tampered with. An inventory of property accounts for all guns, drugs, and money, and a representative sample of all other property to ensure the integrity and accountability of the property function. This should include at a minimum of 5% of the total number of items remaining in the property room. Findings of inspections, audits, unannounced inspections, and inventories should be documented and forwarded to the Chief of Police or their designee. The agency will have a change in property control personnel in 2024 and will conduct an inventory after that occurs. Attachment 1 Page 12 of 22 Northwest Accreditation Alliance Final Report 12 The following occurred during the initial accreditation period. YEAR: 2023 Bullet (A) Annual Inspections 1 Bullet (B) Annual Audits 1 Bullet (C) Inventory N/A Bullet (D) Unannounced Inspections 1 4.1.1 – Temporary Detention Adults N/A by Function. The agency has two cell-type rooms with a toilet in them next to the interview rooms. They are solely used for a prisoner bathroom. The agency has a municipal jail in the same building, and if needed, the agency would use that for the Temporary Detention of Adults. 4.1.2 – Temporary Detention Juveniles The agency has a temporary holding room for juveniles in a separate location from where adult offenders might be present. The agency strives not to hold juveniles in their facility except for rare circumstances. Juveniles charged with a crime may be placed inside an interview room that can be locked. They may be held for a maximum of five (5) hours before being transported to the Lane County Juvenile Justice Center or released to a parent or guardian. The agency maintains a log. The agency temporarily held two (2) juveniles in their facility in 2023. 4.3.2 – Emergency Response In the event of a fire in the holding area, the discovering employee or officer who is overseeing the custody is responsible for the safe evacuation of the prisoner to either the Springfield Municipal Jail or the safest area possible and should immediately: 1. Notify the Fire Department, Watch Commander, and on-duty patrol personnel simultaneously through dispatch. 2. Begin fire suppression procedures as applicable. The evacuation will be conducted in an orderly fashion by one of the routes posted in the temporary holding area. The evacuation plan schematic is clearly posted in an area near the holding rooms. Department members should be trained and familiar with this policy and any supplemental procedures. QUALITY OF LAW ENFORCEMENT SERVICES CHAPTER 1 STANDARDS FOR ORGANIZATION AND MANAGEMENT ROLE Section 1 Law Enforcement Role and Authority All employees with enforcement power are administered an Oath of Office. All sworn employees must sign and abide by a Code of Ethics. The Springfield Police Department complies with all OAR certification requirements. Per the city of Springfield Charter and City Council Resolution 94-82, the Chief of Police has the authority to issue, modify, or approve all written policies of the Springfield Police Department. Attachment 1 Page 13 of 22 Northwest Accreditation Alliance Final Report 13 The policy manual is maintained electronically and available to all employees. Section 2 Limits of Authority The Springfield Police Department is responsible for the protection of human life, the public peace, protection of the rights of persons and property, the prevention of crime, and the enforcement of all Federal, State, and local laws and ordinances within the boundaries of the city of Springfield. All employees of the police department are required to observe and comply with every person's rights under the United States and State constitutions. The stopping, detention, and search of persons are prohibited when such actions are motivated solely based on a person's real or perceived age, race, ethnicity, color, national origin, language, sex, gender identity, sexual orientation, political affiliation, religion, homelessness or disability and when the actions would constitute a violation of the person's civil rights. The agency has a specific policy regarding constitutional rights detailing respect for and actions working within those rights. Policy provides greater detail, particularly in advisement of constitutional rights to persons subjected to custodial interrogation and comprehensive detail for pat-down (frisk) searches. Policies on arrest and search and seizure are clear and comprehensive and cover all necessary legal requirements, to include plain view, consent, exigent circumstances, and a search warrant. It is the policy of the Springfield Police Department to handle juvenile offenders in a manner consistent with the Juvenile Procedures Section of the Oregon Revised Statutes, Chapter 419. This section details the policy and procedures of the Oregon Circuit Courts and the Lane County Department of Youth Services in the disposition of juvenile offenders. By U.S. Treaty, in compliance with Article 36 of the Vienna Convention, consular officers of foreign nations are immune from arrest for criminal and traffic offenses unless ordered by a Federal magistrate. No foreign nationals were detained during the accredited period. Section 3 Use of Force It is the policy of the Springfield Police Department to value and preserve human life. Officers shall use only the force that is objectively reasonable to effectively bring an incident under control while protecting the safety of the officer and others. Officers shall only use the level of force which a reasonably prudent officer would use under the same or similar circumstances. Officers shall strive to use the minimum force necessary to accomplish their lawful objectives. The Springfield Police Department training for Use of Force is very comprehensive. The agency conducts an immediate supervisory review of all incidents involving the use of force and an annual analysis of all use of force incidents. Supervisors shall respond to the scene for all use of force incidents involving the use of chemical incapacitants, Kinetic Impact Projectiles, Conducted Electrical Weapons, injuries, or complaints of injuries. Supervisors shall review the facts and circumstances of each use of force incident to ensure compliance with state law and department policy, to include Policy 1.5.1.2 (a). If the supervisor determines non-compliance or questions its compliance with state law and/or department policy, they shall forward their findings to Professional Standards with the request that the case be assigned for further investigation. A comprehensive policy establishes procedures for agency firearms and ammunition. Any on-duty or off- duty firearm carried must be authorized. All officers are issued a handgun. A patrol rifle is assigned to properly trained and qualified officers. Only department-issued ammunition will be carried in on-duty Attachment 1 Page 14 of 22 Northwest Accreditation Alliance Final Report 14 firearms. Approved secondary weapons shall carry department-issued or approved ammunition. Safe handling and maintenance responsibility and requirements are clearly stated, to include carrying of firearms on duty and off duty. Allowable less-lethal weapons authorized to trained personnel include the ASP, chemical weapons (OC), Taser, and kinetic energy projectiles. Training requirements for each less-lethal weapon are specified in policy and are generally completed biannually. There were no incidents of deadly force use during the accredited period. Section 4 Direction The Springfield Police Department is responsible for the protection of human life, the public peace, protection of the rights of persons and property, the prevention of crime, and the enforcement of all Federal, State, and local laws and ordinances within the boundaries of the city of Springfield. All employees of the police department are required to observe and comply with every person's rights under the United States and State constitutions. Pursuant to provisions of the city of Springfield Charter and City Council Resolutions, the Chief of Police has authority and responsibility for the management, direction, and control of the operations and administration of the Springfield Police Department and Springfield Municipal Jail. Line of succession in the absence of the Chief of Police is clearly established in policy. Personnel must obey all lawful orders. Procedures are established to respond to unlawful, unjust, improper, or conflicting orders. There were no reports of failing to obey lawful orders during the accredited period. Newly hired and promoted employees shall be evaluated at the completion of their 6th and 12th months of employment and annually after that. Performance assessments will be done at a minimum on an annual cycle, normally around the employee's anniversary date, for regular-status employees with four (4) or less years of service in the same position. For regular-status employees with more than four years of service, a formal, written performance assessment is required only once every fourth year. The supervisor may complete a waiver in lieu of the formal assessment for up to three consecutive assessments. All supervisors shall be held responsible for the accurate completion of performance evaluation reports for the employees assigned to their work unit. The Human Resources Department will provide timely notice of evaluations which are due for all employees in the supervisor's work unit. Members may provide comments/rebuttal documentation. The Springfield Police Department maintains an organized, formatted and indexed policy manual that is continually updated to remain current. An electronic version of the Policy Manual will be made available to all members on the department network for viewing and printing. No changes shall be made to the manual without authorization from the Chief of Police or the authorized designee. Each member shall acknowledge that he/she has been provided access to and has had the opportunity to review the Policy Manual. Members shall seek clarification as needed from an appropriate supervisor for any provisions that they do not fully understand. Section 5 Personnel and Personnel Alternatives The department coordinates all recruitment activities through the Human Resources Department. The Professional Standards and Training Unit is responsible for developing recruitment/selection strategies that will facilitate the achievement of the department's equal opportunity policies, goals, and objectives. The department's recruitment program is designed to attract qualified applicants to fill department vacancies. The department is committed to creating a professional, fair, and equitable recruitment and Attachment 1 Page 15 of 22 Northwest Accreditation Alliance Final Report 15 selection process that attracts qualified candidates meeting minimum requirements established by DPSST and applicable laws. The city of Springfield has developed job descriptions for each paid position within the department. The descriptions cover the most significant essential and auxiliary duties performed by the position for illustration purposes but does not include other occasional work, which may be similar, related to, or a logical assignment for the position. The job descriptions do not constitute an employment agreement between the city and employee and are subject to change by the city as the organizational needs and requirements of the job change. The Professional Standards and Training Sergeant shall coordinate the selection process with the Human Resources Department. For each selection process, a hiring supervisor shall be appointed by the affected Division Commander. It shall be the responsibility of the hiring supervisor to develop a final recommendation for a hiring decision. The Springfield Police Department policy on health and safety is comprehensive and provides procedures for determining both physical and emotional fitness for duty evaluations if there is reasonable suspicion that an employee's fitness does not meet the necessary requirements for job performance. Agency policy also addresses the prevention of communicable diseases, with an associated Blood-Borne Pathogen Exposure Control Plan that includes appropriate reporting mechanisms. The department is an equal-opportunity employer and is committed to creating and maintaining a work environment that is free of discrimination, harassment, and retaliation. All members of the department are expected to adhere to and enforce department and city policies. The department will take preventive, corrective, and disciplinary action to address any behavior that violates these policies or the rights they are designed to protect. There were no workplace harassment complaints during the accredited period. The city has a clear policy that establishes procedures for the control and review of all agency computer systems in compliance with standard requirements. The city's IT Manager is responsible for the maintenance and security of the systems. The Springfield Police Department does not have a police cadet or reserve officer program. Section 6 Fiscal Management and Agency-Owned Property Petty cash funds are used to make purchases typically costing $50 or less when there is an immediate need for an item that is not obtainable through the use of a city-issued credit card. Petty cash funds are used to reimburse city employees for costs incurred to carry out city functions (parking, meals, etc.). The Office Supervisor in the Office of the Chief is the designated petty cash custodian for the police department. Petty cash transactions shall be conducted in accordance with Police Department procedure, which will align with Finance Department policy and procedure. The city conducts annual fiscal audits of all city finances, which includes the police department. Annual audits are conducted by Grove Mueller and Swank, PC. Policy requires proper tracking of all agency property. Section 7 Complaint and Disciplinary Procedures Complaints will be accepted in person, by telephone, email, or mail. Complaint forms will be maintained and be readily available in the department's public lobby. Complaints may be accepted from anonymous or third parties. The department may initiate a complaint. The oversight of all complaints will be the responsibility of the Professional Standards Division (PSD). After review, PSD will either assign the Attachment 1 Page 16 of 22 Northwest Accreditation Alliance Final Report 16 investigation to a Division Commander or retain it for a PSD investigation. All complaints will be reviewed and assigned or retained by PSD within three business days. The PSD supervisor will conduct an annual review of complaints received. The review will summarize the types of complaints received, identify trends, and determine whether any policy or training changes are needed. The review will be completed, and a written report submitted to the Chief of Police. Represented employees may have additional rights under their CBA. Prior to interviewing an involved employee, the supervisor should review the appropriate CBA and ensure proper notification has been provided. Prior to interviewing an involved employee, the supervisor conducting the interview will ensure proper notification per the collective bargaining agreement has been provided. For employees without a collective bargaining agreement, the supervisor will provide the employee with sufficient information about the allegation(s) to reasonably apprise the employee of the allegation(s). Complaint dispositions include Unfounded, Exonerated, Not Sustained, and Sustained. Discipline is to be progressive, beginning with an oral or written reprimand and proceeding to suspension, demotion, or termination. However, serious offenses may result in discipline, even if there have been no prior warnings, attempts at corrective action, or disciplinary action. Serious offenses include, but are not limited to, criminal or other unlawful acts, abuse of authority, theft, untruthfulness, excessive force, failure to follow orders, unlawful discrimination, workplace harassment, retaliation, creation of a hostile work environment, or workplace violence and may justify suspension or termination without the necessity of progressive discipline. The Chief of Police, as the appointing authority for the police department, has the ultimate authority to discipline department members. This authority has been delegated to department command and supervisors. The investigating supervisor and the chain of command will review the case for any issues that may indicate a need for modification of training and/or policy. Any such issues will be identified in a memo or email forwarded to the PSD supervisor. The agency has extensive written rules and regulations that outline specific standards of conduct. The agency maintains secure files on all issued discipline. The SPA Agreement (for Association personnel), Service Employees International Union (SEIU), Oregon Public Employees Union (for OPEU personnel), and City Policy (for other personnel) outline grievance procedures, which include identifying matters that are grievable (scope); establishing time limitations for filing or presenting the grievance; establishing procedural steps and time limitations at each step in the grievance procedure; and establishing criteria for employee representation. The SPA Agreement, SEIU, OPEU Contract, and City Policy all require a written statement of the grievance and the facts upon which it is based; a written allegation of the specific wrongful act and harm done; and a written statement of the remedy or adjustment sought. Other requirements may apply, and the appropriate document should be consulted. No grievances were filed during the accreditation period. Section 8 Training and Career Development The department seeks to provide ongoing training and encourages all personnel to participate in advanced training and formal education on a continual basis. Training is provided within the confines of funding, requirements of a given assignment, staffing levels, and legal mandates. Training is the responsibility of the Training Supervisor. All department-provided training shall be coordinated by the Training Supervisor or designee. The Training Supervisor shall conduct an annual training-needs assessment of the department. The needs assessment will be reviewed by Command Staff. Upon approval by Command Staff, the needs Attachment 1 Page 17 of 22 Northwest Accreditation Alliance Final Report 17 assessment will form the basis for the training plan for the year. At a minimum, the needs assessment shall consider the following: 1. Trends in hazards officers are encountering in performing their duties 2. Analysis of officer safety issues 3. Misconduct complaints 4. Use of force trends 5. Recent Court decisions 6. Changes to Oregon or Federal law or SPD policy. A training plan will be developed and maintained by the Training Supervisor. It is the responsibility of the Training Supervisor to maintain, review, and update the training plan on an annual basis. The plan will address the following areas: 1. Legislative changes and changes in case law (annually) 2. DPSST/State- mandated training (annually) 3. Three hours of mental health/crisis intervention-related training (every three years) 4. High-liability issues training 5. Training on department policies and procedures (annually) 6. De-escalation tactics (force avoidance) (annually) 7. Ethics Training; (annually) 8. Anti-Bias Training; 9. Use of Force training-to include firearms, less lethal and control devices; 10. Disaster Plan 11. LEDS – Initial certification upon hiring and recertification. All personnel accessing LEDS and/or NCIC must successfully participate in the recertification process every two years for their LEDS certification to remain valid. The Training Supervisor will coordinate with the department LEDS Representative (Records Supervisor), who is responsible for tracking the agency's users' LEDS recertification needs. Other training may be offered as appropriate. Section 9 Public Information and Community Relations Personnel in charge of an incident or event shall release information to the media as soon as it is available. In the event of a multi-agency incident, the agency having jurisdiction shall be in charge of all media releases. The Administrative Sergeant or designee shall be responsible for coordinating with other agencies to determine which agency shall be responsible for media releases. A citizen ride-along program is in place that meets standard requirements. Section 10 Crime Analysis Information management, crime and operations analysis, multi-year planning, budget coordination, grant management, information systems management and coordination, developing personnel allocation alternatives, and systems analysis are the responsibility of the Management Analyst. Staff inspections, traffic accident and enforcement analysis, citation, and report writing analysis are the responsibility of the Patrol Division Commander. Investigations Division caseloads and activity levels are the responsibility of the Investigations Division Commander. The department complies with Oregon National Incident-Based Reporting System (NIBRS) guidelines in annual reporting of the incidence and disposition of cases. There are two general types of case dispositions: case clearances and case suspensions. Case clearances involve those cases cleared by arrest, cleared exceptional, and cleared unfounded. Case suspensions involve those cases closed by suspension. CHAPTER 2 STANDARDS FOR LAW ENFORCEMENT FUNCTIONS Section 1 Patrol Operations All calls for service dispatched by the Springfield Police Department are classified as a non-code, code 2, or code 3 response. The decision of which response is appropriate for a given call is at the discretion of the officer in accordance with department policy and ORS 820.300 and 820.320. In the case of a response to an emergency, in-progress, or possibly life-threatening situation, emergency lights and siren Attachment 1 Page 18 of 22 Northwest Accreditation Alliance Final Report 18 shall be activated at all times during the response. There are exceptions to the use of code 2 or code 3 in emergency situations. Cite and release policy adheres to statutory requirements and includes allowable criteria and limits on discretion. A clear and concise policy establishes procedures for responding to hazardous material calls, including primary notification, supervisory, and police responsibilities. There were no hazardous materials incidents reported during the accreditation period. The Springfield Police Department has a K-9 program. Section 2 General Operations The Springfield Police Department has well-written policies that are clear, concise, and thorough, addressing domestic violence, elder abuse, child abuse, missing persons, mental illness, hate crimes, and persons in crisis. These policies meet all requirements of applicable standards and state reporting/investigation requirements and include provisions for training. Amber Alerts are covered in policy. There have been no reported amber alerts during the accreditation period. A comprehensive policy establishes procedures for managing and working with informants and maintaining informant files. Informant files will be maintained by the Investigations Lieutenant or designee. Informant files will be maintained in locked storage in the Investigations Lieutenant's office. Access to informant files will be established on a "need-to-know" basis as determined by the Division Commander. The file system shall protect the identity of any informant working for or with the agency. Officers will not utilize juvenile informants in investigations unless approved by the District Attorney's office, parents, and an SPD supervisor. Under circumstances where informant information must be shared with outside investigators/agencies, informant identity shall be preserved, and information transmitted through the person responsible for the informant file, who shall be responsible for coordinating the exchange of information. A personal ballistic vest is furnished to sworn members of the department. The ballistic vests issued by the department shall be worn by all uniformed patrol officers, community service officers assigned to the patrol division, and reserves while on duty. All members, including civilian-attired members, shall wear bullet protective vests when engaged in high-risk, pre-planned incidents and when directed by a supervisor. Detention Officers shall wear a ballistic vest during transport operations and court security. All drivers and passengers in a police department vehicle shall wear seatbelts except at the direction of a supervisor or where it is impractical or unsafe. Child safety systems, as described in ORS 815.055, shall be used whenever a passenger, as described in ORS 811.210 (2) (A), is carried. In all cases where a supervisor grants an exception to the policy, the efficiency of the law enforcement operation must outweigh the safety benefit of the seat belt use. The Springfield Police Department uses a computerized RMS database to complete and distribute police reports. Reports submitted by a member shall be reviewed and approved by a supervisor before being forwarded to the Records Unit for processing. Supervisors shall review, take necessary corrective action, and approve or deny reports submitted to them. All corrective action should be taken at the earliest opportunity. Members should submit completed reports to a supervisor at the earliest opportunity - usually at or before the completion of a shift. A member who submits a late report not reviewed by his supervisor at the end of the shift shall obtain supervisor approval to pend the report. With supervisor approval, certain reports may be pended. The agency complies with all statutory requirements on victim's rights, with officers providing crime victims with a Victim's Guide to Rights and Services. Attachment 1 Page 19 of 22 Northwest Accreditation Alliance Final Report 19 Section 3 Unusual Occurrences and Special Operations A Disaster Operations Plan has been developed by the Emergency Management Manager to ensure the efficient and timely use of facilities and resources during emergency conditions including natural and man-made disasters, civil disturbances, and emergency situations at correctional facilities and other institutions. The Springfield Police Department will provide its cooperation in the implementation of such plan throughout the duration of the emergency. The Disaster Operations Plan developed by the Emergency Management Manager shall be reviewed as necessary by the police department. Recommended changes of updated information shall be forwarded to the Chief of the Fire and Life Safety Department for incorporation into this document. Agency policy provides procedures for responding to and handling bombs and explosive material. The department does not have a bomb disposal unit but relies on the disposal units of the Eugene Department of Public Safety, Oregon State Police, the Bureau of Alcohol, Tobacco and Firearms, and the Department of Homeland Security Federal Protective Services. The agency maintains a Special Weapons and Tactics Team (SWAT) and a Crisis Negotiations Team (CNT). The city does not have an airport. Section 4 Traffic Operations A comprehensive policy establishes the overall philosophy on traffic enforcement and provides guidance in traffic enforcement methods and actions. Enforcement actions include warnings, citations, and arrests. The agency responds to crashes when there is death or injury, hit and run, impairment of an operator due to alcohol or drugs, damage to public vehicles or property, hazardous materials, disturbances between principals (occupants), major traffic congestion as a result of the accident, damage to vehicles to the extent towing is required, or when directed by a supervisor. The department provides OSHA-approved reflectorized vests to all field personnel. Personnel shall wear these vests in addition to the prescribed uniform whenever conducting traffic direction and control, except in emergencies when such clothing is not available. Section 5 Equipment Policy details all equipment to be carried in police vehicles, with a requirement to replenish equipment and supplies as needed. A policy appendix lists the necessary equipment and supplies for each type of vehicle. Agency vehicles are appropriately marked. Policy requires a vehicle check/inspection prior to operation for damage, necessary equipment, and proper functioning of operational equipment, as well as an inspection for unauthorized articles and cleanliness of the interior. CHAPTER 3 STANDARDS FOR SUPPORT SERVICE FUNCTIONS Section 1 Communications Communications services for The Springfield Police Department are provided by their own secondary dispatch center housed in the police department building. The communications center is connected to a shared, trunked, and simulcast system in the Springfield-Eugene Metro area and is P25 compliant. The department has multiple talk groups assigned on the system, several of which are encrypted for secure communications. Backup dispatching stations are available at Central Lane 911 Communications Center Attachment 1 Page 20 of 22 Northwest Accreditation Alliance Final Report 20 in the event that the primary Springfield Center must be evacuated. An alternative power source (generator) is secured within a fenced area. The Springfield police dispatch center complies with all standards except emergency medical dispatch. Central Lane 911, an accredited PSAP dispatch center, provides emergency medical dispatch. EMD protocol follows DPSST standards. Section 2 Records The records unit is responsible for the maintenance of all police reports, traffic citations, and field interview cards. Police reports are entered into RMS by the reporting officer and electronically submitted to a supervisor for approval. Records is responsible for the distribution of reports to the proper agencies. Records personnel shall review each report for proper IBR reporting. IBR statistics are submitted electronically to LEDS by the 10th of each month. The records unit is accessible by authorized personnel only. The files are accessible to any authorized personnel on a 24-hour basis. The RMS database contains an index to all reports. No copies of CCH records are to be kept in original case files. Section 3 Property & Evidence The department recognizes that the proper recognition, collection, and preservation of physical evidence is the first step toward the proper analysis or utilization of such evidence. It is the policy of the Springfield Police Department to have investigators available on a 24-hour basis. When investigators are needed after hours, on weekends, or holidays, the Watch Commander shall attempt to contact the Investigations Supervisor. If the supervisor is unavailable, the Watch Commander shall contact the Investigations Unit Commander. The Investigations Division Commander and Supervisor can be contacted at any time by phone, the numbers of which can be located in the communications center. If contact can still not be made, the on-duty Watch Commander may call in necessary resources directly. The department maintains a separate property control unit staffed by professional property control personnel to ensure the proper handling, storage, and testing of evidence and to maintain the chain of evidence. The property control and property management functions are the responsibility of the Operations Support Division Commander. The property control unit consists of two Property Controllers. They are responsible for evidence and property from the time of receipt from the submitting member or citizen through disposition. These personnel are available during normal business hours or may be called out after hours as necessary by a supervisor. The property and evidence storage room is secured with a key lock and proximity card and has an alarm. Its access is limited to the two Property Controllers who maintain the keys. Secured lockers are available in the evidence processing area for after-hours storage of property and evidence. High liability items are separated and locked in separate rooms. Bio-hazard storage is properly marked. All audits and inspections were current during the initial accreditation period. CHAPTER 4 CUSTODY STANDARDS Section 1 Temporary Holding Facility The agency does not maintain an adult temporary holding facility. The agency has two cell-type rooms with a toilet in them next to the interview rooms. They are solely used for a prisoner bathroom. The Attachment 1 Page 21 of 22 Northwest Accreditation Alliance Final Report 21 agency has a municipal jail in the same building, and if needed, the agency would use that for the Temporary Detention of Adults. Juveniles charged with a crime may be placed inside an interview room that can be locked. They may be held for a maximum of five (5) hours before being transported to the Lane County Juvenile Justice Center or released to a parent or guardian. The agency maintains a log. The agency temporarily held two (2) juveniles in their facility in 2023. RECOMMENDATIONS: Having reviewed information entered into PowerDMS, an onsite review, and personnel interviews, the following recommendation is forwarded to the Northwest Accreditation Alliance Board for review. Assessor Approval: ✓ Non-Approval: ☐ Director Referral: ☐ Executive Director Approval: ✓ Non-Approval: ☐ Board Referral: ☐ Probation: ☐ Suspension: ☐ BAR Attachment 1 Page 22 of 22