HomeMy WebLinkAbout07-28-1998 Communication MEMORANDUM
POLICE CITIZENS REVIEW BOARD
A Board of the City of Iowa City
410 East Washington Street
Iowa City IA 52240-1826
(319)356-5413
TO: PCRB
FROM: Chair, Paul Hoffey
RE; Special Meeting July 28, 1998
Please bring to the meeting on July 28 a list of what you felt were the more
important issues raised at the Community Forum. Please list those issues in
order of priority.
Thank you.
CITY OF IOWA CITY IOWA
POLICE CITIZENS REVIEW BOARD
STANDARD OPERATING PROCEDURES AND
GUIDELINES
The PCRB was established to advise the Police Chief, City
Manager and City Council on matters pertaining to the Ro£1cies,
practices and overall performance of the Iowa City Police
Department. It was further created to review invesEgations
into complaints of police misconduct to insure that such
invesEgations are conducted in a manner which is fair, thorough,
end accurate. To achieve this purpose, the PCRB shall comply
with Chapter 8 of the Iowa City Code, the Iowa City Police
Citizens Review Board By-Laws, and the Police CiEzens Review
Board Standard OperaEng Procedures and Guidelines.
PCRBSOP 7/24198
TABLE OF CONTENTS
I. Complaint Process
II. Formal Mediation Guidelines and Procedures
III. Meetinga
IV. Conflict of Interest
V, Review Process
VI. Review of Policies, Procedures and Practices of the Iowa City Police
Department
VII. Community Forum/Public Hearings
VIii. Annual Report
IX. General
X. Appendix
1. Ordinance No. 97-3791
2. Iowa City City Code, Chapter 8, Police Citizens Review Board
3. Iowa City Police Citizens Review Board By-Laws
4. Police Citizens Review Board Complaint Form
5. Standard Operating Procedures:
a. Procedure for complaints filed after 60 days (I.D)
(1) Form letters
b. Mediation (11)
(1) Form letters
(2) Mediation Packet
c. Review Process (V)
(1) Name-clearing forms
d. Community Forum/Public Hearings
(1) Sample documents
(a) Letter
(b) Notice
(c) Press Release
PCRB SOP 7t24/98
I. Complaint Process
In an effort to assure the citizens of iowa City that the Iowa City Potice
Department's performance is in keeping with community standards, the
PCRB shatl review investigations into complaints of police misconduct to
insure that such investigations are conducted in a manner which is fair,
thorough and accurate. The PCRB shall achieve this by receiving, reviewing
and reporting on citizen complaints in accordance with the procedural rules
in Chapter 8 of the City Code and following the Police Citizens Review Board
By-Laws, Article VIII, and the Board's Standard Operating Procedures and
Guidelines.
A. Complaints filed with the PCRB shall be in writing and on PCRB
complaint forms. (8-8-3 C of the City Code) Original documents
filed with the board shall not be returned.
B. Complaints shall be filed in City Clerk's Office (8-8-7A of the
City Code)
1. Shall be stamped with date and "Confidential;"
2. Shall be assigned a complaint number consisting of the
last two digits of the present year with consecutive
numbers, starting with one (1) (e.g. 98-1); A complaint
that appears to be untimely filed or otherwise deficient
shall be assigned a number in the ordinary manner;
3. Furnish a copy of the original to the Police Chief or City
Manager;
4. Delete all references to police officer names on the copy
to be distributed to the board, which will be mailed with
the next meeting packet.
C. Complaints must be filed within sixty (60) days of the alleged
misconduct (8-8-3 D, City Code). Complaints which are not
filed within the 60 days may be subject to summary dismissal
(8-8-3 E, City Code).
D. Procedure for complaints filed after sixty days
1. Follow 1-4 of I.B of PCRB Standard Operating Procedures
and Guidelines;
PCRB SOP 7/24198 - 1
2. Furnish a copy of the complaint to the Police Chief or
City Manager, with a cover letter indicating that it
appears to be an untimely complaint and will be reviewed
by the Board at its next regular or special meeting. (A
form letter to this effect is attached.)
3. A copy of the apparent untimely complaint shall be
provided to board members in the next meeting packet;
4. Notice shall be given to the complainant that the
complaint will be on the next meeting agenda, giving the
complainant an opportunity to be heard on the issue of
whether the complaint was timely filed;
5. At the meeting at which the complaint is considered, the
board shall, by motion in open session, vote to determine
whether the complaint will be dismissed under Section 8-
8-3 D of the statute;
8. If the Board dismisses the complaint as untimely, the
staff shall forward a copy of the decision to the Police
Chief or the City Manager and also to the complainant.
a. The copy going to the Chief or City Manager shall
state that the complaint has been dismissed as
untimely and that a report to the board by the
Chief or City Manager is not required by Chapter 8
of the Code.
(1) If the board requests an investigation be
done anyway, it may do so, but the Chief or
City Manager has no obligation to
investigate the matter.
b. The copy of the decision sent to the complainant
shall include a cover letter (form attached) advising
that although the complaint has been determined
to be untimely and will not be reviewed by the
PCRB, there is a method for the complainant to file
a complaint directly with the Iowa City Police
Department that is still available should the
complainant wish to pursue the matter.
7. If the Board determines the complaint is timely and shall
not be dismissed, it shall so advise the Police Chief or
City Manager so they may continue their investigation
and make their required report to the PCRB.
E. All information, records and proceedings with respect to PCRB
complaints shall be deemed confidential. (PCRB By-Laws, Article
VII, Section 1; City Code, 8-8-9).
PCRB SOP 7/24/98 - 2
F. Amendments to a complaint must be in written form.
G. A complainant may withdraw from the PCRB complaint process
at any point in the proceedings by submitting to the board a
written, dated and signed notice of withdrawal.
PCRB SOP 7124/98 - 3
II. Formal Mediation Guidelines and Procedures
Formal mediation is the responsibility of the PCRB and is offered as a method
to facilitate a successful resolution of the issues involved in a complaint.
The PCRB shall accomplish this responsibility by complying with 8-8-2 H, 8-
8-4 and 8~8-7 of the City Code and the PCRB Guidelines and Procedures for
Formal Mediation, approved by the City Council on 3/10/98 and made a part
hereof.
A. Requests for mediation, by either the complainant or the police
officer, can be made at any time during the review process.
Mediation will proceed as promptly as possible.
B. Mediation may proceed only upon written agreement of all
parties.
C. Once an interest in formal mediation is expressed, the
complainant shall be provided with a list of approved mediators
to select from. Every effort will be made by the PCRB staff to
arrange for the selected mediator. If, however, that is not
possible, then the PCRB staff will discuss another possibility
with the parties.
D. Formal mediation arrangements will be handled by PCRB staff.
E. Mediation shall be conducted at no cost to the parties by a
trained mediator authorized by the PCRB.
F. Mediators shall conduct mediation sessions at times and in
places agreed to by the parties.
G. Matters discussed in mediation sessions shall be confidential.
H. Statements and records disclosed during mediation may not be
used or introduced in evidence during any legal proceeding or
PCRB investigation.
I. If mediation is successful in resolving the complaint, the
mediator shall inform the PCRB in writing, and the complainant
shall withdraw his/her PCRB complaint.
FCRB SOP 7124198 - 4
J. If mediation fails to resolve the complaint, the mediator shall
inform the PCRB in writing, and the review of the complaint
shall proceed as though mediation did not occur.
K. Mediation does not 'stop the clock" in the normal complaint
process, but extensions based on mediation can be sought
through the City Council.
L. Only parties named in the complaint can participate in
mediation. Others may be present if all parties agree.
PCRB SOP 7/24/98 - 5
III. M~tings
Regular meetings shall be held monthly. Special meetings may be called by
the Chair as needed. The Board shall comply with Article V of the PCRB By-
Laws and the PCRB Standard Operating Procedures and Guidelines.
A. Meeting packets shall be mailed at least two (2) days prior to a
meeting when possible;
B. Notice of meetings shall be posted at least twenty-four (24)
hours prior to a meeting;
C. Consent Calendar shall include:
1. Minutes of the last meeting(s);
2. Correspondence and/or memoranda directed to the PCRB
(not complaint-related) - Staff shall be given directions
based on board discussion whether staff shall respond or
whether board members shalJ respond, with copies
furnished to the board;
D. Time for 'Public Discussion" shall be made available at all open
meetings (PCRB By-Laws, Article V, Section 6);
E. Time for 'Board Information" and 'Staff Information' shall be
made available at all meetings;
F. Decisions made in executive session shall be ratified in open
session;
G. Taped minutes of open meeting shall be kept thirty (30) days
from acceptance and approval of minutes.
H. Taped minutes of executive meetings shall be kept for one year
from the date of the meeting.
I. Legal Counsel for the PCRB shall attend meeting as directed by
the board.
J. Electronic Participation -
PCRB SOP 7/24/98
IV Conflict of Interest
A. If a conflict of interest exists for a board member, that member
shall state what the conflict is, leave the meeting before the
discussion begins, and return only after the vote ....
PCRB SOP 7/24/98 - ?
V Review Process
The Board shall review all Police Chief's reports and City Manager's reports
concerning complaints utilizing Sections 8-8-6, 8-8-7 and 8-8-8 of the City
Code and the PCRB Standard Operating Procedures and Guidelines.
A. The board shall review all Police Chief's and City Manager's
reports concerning complaints.
B, The board shall determine whether to request an extension of
time to meet its 30-day deadline;
C. The board shall decide, by vote in open session, the level of
review to give to the report as outlined in the statute.
D. Determine whether further requests for information are needed
from the Police Department;
E. Conduct further investigation of the complaint when the board
deems it necessary
F. Issue a public report which explains whether and why the
complaint is sustained or not sustained
G. The PCRB shall not issue a report critical of a police officer until
after the officer has been offered the opportunity for a name4
clearing hearing.
1. The board shall select a proposed date for the name-
clearing hearing;
2. Written notice is given to the officer and the complainant
of the date, time and place of the hearing and its
purpose. The notice to the officer, if he or she is not
identified in the Chief's or City Manager's report, should
be transmitted via the Chief of Police. The notice to the
officer should provide a written response form for the
officer to demand or waive the name-clearing hearing.
(Form letters attached.)
3. The officer may respond by demanding a hearing, waiving
the hearing in writing or by not responding to the notice.
Due process requires that if the officer demands a
hearing, one should be held. If the officer provides a
written waiver of the hearing to the board, the hearing
need not be held but may be held. The complainant has
no independent right to a hearing, and the complainant's
wishes as to holding the name-clearing hearing are not
binding on the board. If the officer does not reply, the
board should schedule the hearing with appropriate
notice.
PCRB SOP 7/24/98 - 8
4. If the officer has demanded a hearing, the chair of the
board should conduct a hearing as per 8-8-7 B(4). At a
minimum, this would require that the officer and the
complainant have a right to make a statement and to
present evidence and the testimony of other witnesses.
It would also require some right to confrontation and
cross-examination or opportunity to rebut opposing
evidence. The board may set reasonable rules about the
time allowed to each side with the types of evidence it
may receive as long as the rules are neutral. The hearing
goal is to give everyone a fair say in a controlled manner.
5. If the officer has waived the right to a name-clearing
hearing, the board need not provide one in his or her
absence. Nonetheless, 8-8-7 B(5) of the statute states
that the board may hold a hearing about a complaint if
the officer has waived the name-clearing hearing, but the
complainant or the department wishes to present
evidence. However, the board need not provide a hearing
in such a case.
6. In the event the officer does not reply concerning his or
her right to a name-clearing hearing, the board should
proceed to schedule a hearing and determine at the time
of the hearing whether it will receive evidence or cancel
the hearing.
7. The name-clearing hearing is a closed hearing under Iowa
Code Section 22.7(5) or 21.5(i). The officer involved, the
complainant, and any witnesses may attend. The subject
matter is still the Chief's report and the board's pending
investigation of it. An officer's request for a name-
clearing hearing would engage Section 21.5(i).
8. After the closed session in which the name-clearing
hearing is held and the board reaches its decision about
the contents of its public report, the board should return
to open session. At that time the board should vote
approval of its public report and vote to transmit the
public report to the City Council, with any changes made
as a result of the name-clearing hearing.
H. Report Writing
1. PCRB members shall share the responsibilities of report-
writing, requesting assistance from staff as needed.
2. A committee shall be appointed by Chair to prepare draft
reports;
PCRB SOP 7/24/98 - 9
3. When possible, draft reports shall be included in the
agenda packets prior to the meeting at which it is
discussed;
4. Draft reports shall be discussed and then finalized by the
full board.
5.Draft reports shall be confidential;
6. Final Public Reports shall be reviewed by legal counsel
before being submitted to the City Council,
I. Final PCRB Public Reports are sent to the complainant, Police
Chief or City Manager and the Iowa City City Council. The
copy to the City Council should be accompanied by the minutes
of the meeting which approved it and be sent to the City Clerk
for inclusion in the next Council agenda packet.
J. Once the Public Report is sent to designated parties, the
complaint file is closed and is taken to the City Clerk's Office
for retention.
,SOP 7/24/98 - 10
VI. Review of Policies, Procedures and Practices of the Iowa City Police
Department
As stated in the City Code, 8-8-7 C(3), and Article II of the PCRB By-Laws,
and using the PCRB Standard Operating Procedures and Guidelines, the
Board shall, from time to time, report to the City Council on practices,
procedures and policies of the Iowa City Police Department, including
recommended changes, if appropriate.
A. Policy-review discussions shall be held at regular meetings,
when possible;
B. Three-meeting concept for discussion:
1. Board members discuss what they perceive to be critical
issues and how to present these issues to the public;
2. Community forum or public hearing input;
3. Evaluate forum information, together with board's views,
and make recommendations to the City Council.
C. When citizens have a concern about police procedures or
practices, but there is no allegation of individual officer
misconduct, there may be an issue of policy. Any citizen or
board member may raise the issue at a PCRB meeting.
D. The board encourages written correspondence from citizens
(including anonymous) concerning procedures, practices or
policies of the Iowa City Police Department.
PCRB SOP 7/24/98
VII Community Forum/Public Hearing
A. Subject matter of meeting 1. To be determined in advance by the board;
2. Option 1: Open forum to receive citizen statement and
recommendations;
3. Option 2: Solicitation of comments on specific PCARB
issues.
B. Goal of forum
1. Listen
2. Respond
3. Summarize
C. Determine date
D. Pre-registration for speakers 1. By mail
2. By phone
3. Limited number
E. Notice of meeting
1. Published written agenda and notice to media;
a. Press release
b. Cablecast
c. PATV coverage, taping
2. Additional notices;
3. Invitation to groups/individuals - mailing list
F. Location and Facilities 1. Iowa City Public Library conference room
2. Arrange physical needs in advance: tables, chairs, desks,
microphones, podium.
3. Liaison with public library staff and PCRB staff
4. Cablecast
G. Procedures for meeting 1. Agenda
2. Introduction, opening remarks
3. Time limits for speakers
4. Ground rules and limitations
5. Board response, debate, rebuttal
6. Acceptance of correspondence and documents
7. Closing remarks
PCR$ SOP 7/24/98 - 12
H. Followup/Evaluation 1. Prioritizing and processing public comments.
2. Report to City Council
SOP 7/24/98 - 13
VIII Annual Report
The PCRB shall maintain an annual reporting system regarding complaints
against sworn police officers which will give the City Council sufficient
information to assess the overall performance of the Iowa City Police
Department. 8-8-2 M and 8-8-7 C(2) of the City Code, Article VIII.5 of the
PCRB By-Laws, and the PCRB Standard Operating Procedures and Guidelines
A. The PCRB annual report shall include:
1. General types and numbers of complaints;
2. How they were resolved/disposition;
3. Discipline which was imposed;
4. Demographic information;
,5. Recommendations aa to how the Police Department may
improve its community relations or be more responsive to
community needs;
6. Be in the form which protects the confidentiality of the
parties while providing the public with information on the
overall performance of the Police Department;
7. May also include recommended changes in practices,
policies or procedures of the Iowa City Police
Department;
8. Report the results of general informational hearings as the
board deems appropriate.
B. The PCRB's annual report may also include recommendations to
amend the Ordinance.
PCRB SOP 7/24198 - 14
IX General
A. The lawful custodian of the PCRB records and the central
depository for all information is the City Clerk's Office of the
City of Iowa City.
B. The chair is the official spokesperson for the PCRB;
C. When legal counsel and/or staff are contacted on PCRB
business, they shall report that information to the Chair and to
each other;
D. Contacts between a board member and the Police Chief and/or
City Manager shall be in the form of written communication
when possible;
E. Requests for information from the board to the Police Chief or
City Manager shall be in writing;
F. The PCRB administrative assistant shall provide to the board a
monthly 'PCRB Office Contacts Report,' stating number of
telephone calls and in-office contacts which come directly to
the PCRB office, the general substance of such contacts, and
their disposition;
G. Voice Mail Telephone messages to the PCRB office from
citizens shall not be retained nor will messages be transcribed
unless there are extenuating circumstances on a case-by-case
basis determined by legal counsel;
H. The board shall continue its practice of police ride-alongs as it is
a good opportunity to observe the actual conduct of police and
they would be better able to understand and recommend
changes in the police department policies.
1. If a board member is subsequently listed as a witness to
a police action during a ride-along, that board member
shall be subject to the rules of any citizen.
I. To prevent the perception of conflict of interest, the board shall
utilize its own letterhead stationery.
PCR8 SOP 7124198 - 15
Space for intake stamp
Other office information
City of Iowa City
Police Citizen Review Board
Citizen Complaint
(Notes about 60-day limit, who may complete form, etc.)
Name
Address/contact information
Telephone
(Do we want any other identification??)
· Tell in your own words what happened. Give as many details as possible.
For example: When and where did it happen? Who else was there?
· Describe the specific police actions you are complaining about.
Give officers names, badge numbers, or physical descriptions.
· What do you want to happen as a result of your complaint?
(We discussed collecting the following separately, perhaps on a tear off sheet or card)
We will use the following information, which concerns classes of people protected
under Iowa City's Human Rights Ordinance, only to prepare our PCRB annual
report. We will not use your name or other personal identification in this report.
You do not have to provide this information to file your complaint.
Please indicate your:
Age
Race
Color
National origin
Gender identity
Sex
Sexual orientation
Marital status
Mental disability
Physical disability
Religion
Certification statement
Complainant signature Date
Other information
Public records note
Statement about investigation process
Availability of mediation
Right to amend complaint for XX days from filing (to provide new information,
evidence, etc.)
Right to withdraw complaint at any time.
Optional questions
How did you hear about the PCRB?
Where did you get this form?
Any other information we might want to gather systematically??
Date of form revision
MEMORANDUM
July 27, 1998
To: Police Citizens' Review Board
Sandy Bauer
Marian Karr
From: Douglas S. Russell
RE: PCRB Standard Operating Procedures and Guidelines
Attached are my contributions to the PCRB Standard Operating Procedures and
Guidelines document which was prepared by Sandy Bauer and which I received on July
14, 1998. I have included proposed numbering for these paragraphs so they will fit the
numbering and format of Sandy's memo.
III ¢. Place of Posting Notices and Agendas.
Notices must be posted on a bulletin board or other prominent place which is
easily accessible to the public and clearly designated for that purpose either at the Civic
Center or at the building where the meeting is to be held. The City of Iowa City
provides the notice bulletin board in the lobby of the Civic Center. Note also that notice
of a meeting must be given to news media who have filed a request for notice with the
PCRB. (Section 21.4, The Code)
III J~. Electronic Meetings.
1. Electronic Meetings. Section 21.8, The Code, provides a governmental
body may conduct a meeting by electronic means only in circumstances where such a
meeting in person is impossible or impractical and only if the governmental body
complies with all of the following:
A. The governmental body provides public access to the conversation
of the meeting to the extent reasonably possible.
B. The governmental body complies with Section 21.4 (public notice
requirement). For the purpose of this paragraph, the place of the meeting is the place
from which the communication originates or where public access is provided to the
conversation.
C. Minutes are kept. The minutes shall include a statement explaining
why a meeting in person was impossible or impractical.
D. There is no requirement for public access to the conversation if the
meeting is conducted as a closed session in compliance with all rules for closed
sessions in Section 21.5, The Code.
E. The term "electronic means" includes telephonic communications.
F. The term "meeting" is a defined in Section 21.2, The Code, as a
gathering of a majority of th Board there is deliberation or action on any matter within
the scope of the Board's policy making duties.
G. "Electronic meeting" as defined in this section presumes that a
majority of the members of the Board are participating electronically.
2. Electronic participation in meetings. There is no prohibition in Section
21.8, The Code, for a member or members of the Board to participate by electronic
means when a majority of the Board convenes in person. It is recommended that in
this case, the absent members participating electronically be placed on a speaker
phone so that their voices may be heard by the members present in person and the
public attending the meeting. In addition, the meeting and its minutes should note the
electronic participation of the absent members and the reason for the absence. The
person or persons participating electronically are part of the quorum for the meeting,
may make or second motions and may vote.
lily? Quorum and Voting Requirements.
1. Quorum. A majority of the members of the Board present or participating
electronically shall constitute a quorum at any meeting.(By-Laws V.2)
2. Voting. A majority vote is required for adoption of any motion except a
motion to close a session which is covered below. Upon request, voting will be by roll
call and will be recorded by yeas and nays. Every member of the Board, including the
chairperson, whether participating in person or electronically, is required to cast a vote
upon each motion. A member who abstains shall state the reason for the
abstention.(By-Laws V. 10)
3. Voting to close a session. The Board may close a session for reasons
enumerated in Chapter 21, The Code, upon an affirmative public vote of two thirds of
the members or all the members present in person or electronically. If five members
are present, four votes are required. If four members are present, four votes are
required. If three members are present, three votes are required. If only two members
are present, no quorum is available for the purpose of such a vote. (Section 21.5, The
Code.)
/,
Ill ¢. Iowa Open Records Law.
1. The Board must follow all the requirements of Chapter 22, The Code,
Examination Of Public Records (Open Records). This means every person has the
right to examine and copy the public records of the PCRB pursuant to that Chapter.
2. The lawful custodian ofthe PRCB public records is the Iowa City Clerk.
3. All records of the Board shall be public except as specifcally provided for
in Chapter 22, The Code or in the By-Laws. Only certain records shall be kept
confidential and only in a case where they are specifically authorized to be kept
confidential by Chapter 22, The Code.
4. Complaints, reports of investigations, statements and other documents or
records obtained in investigation of any complaint shall be closed records unless a
public hearing is held or a contrary determination is made by counsel to the Board
pursuant to the provisions of the Iowa Code. (By-Laws VIl.l(a).)
5. The minutes and tape recordings of sessions dosed under the provisions
of the Iowa Code shall be closed records. (By-Laws VII. 1 (b).)
6. Mediation matters are protected from disclosure by the Iowa Code (By-
Laws VII.1 (d).).
7. No member of the Board or its staff shall disclose information protected by
the Iowa Open Records Law or the Iowa Open Meetings Law except as provided in the
By-Laws of the Board. (By-Laws VII. 1 (c).).
Ill Iowa Open Meetings Law.
1. The Board must follow all the requirements of Chapter 21, The Code, official
Meetings Open to Public (Open Meetings).
2. "Meeting" means a gathering in person or by electronic means, formal or
informal, of a majority of the members of the Board where there is deliberation or action
upon any matter within the scope of the Board's policy making duties. Meetings shall
not include a gathering of members of the Board for purely ministerial or social
purposes when there is no discussion of policy and no intent to avoid the purposes of
Chapter 21.
3. All meetings must be preceded by public notice and shall be held in open
session unless closed sessions are expressly permitted by law.
4. Any ambiguities in the construction or application of the Iowa Open
Meetings Law shall be resolved in favor of openness.
5, An open session means a meeting to which all members of the public
have access.
6. A closed session may only be held by the Board to the extent a closed
session is necessary for any of the reasons enumerated in Section 21.5.
7. Minutes shall be kept of open and closed sessions.
8. Final action by the Board on any matter, whether discussed in open or
closed session, shall be taken in open session.
9. Committee meetings. A formally constituted subunit of the Board may
conduct a meeting without notice as required by the open meetings law during a lawful
meeting of the Board, a recess in that meeting or immediately following the meeting if
the meeting of the subunit is publicly announced at the parent meeting and the subject
of the meeting reasonably coincides with the subjects discussed or acted upon by the
Board. If the subcommittee is composed of one or two persons, it need not comply with
the Iowa Open Meeting Law if only two members attend a subcommittee meeting.
~,~L.- Conflicts of Interest and Ex Parte Contacts.
'~' X Conflicts of interest. Members who believe they have a conflict of interest on
a matter coming before the Board shall state the reason for the conflict of interest,
leave the room before the discussion begins, and return after the vote.(By-Laws V.9)
& ,Zl Ex Parte contacts. A member who has had a discussion of an agenda item
outside of a public meeting with an interested party shall reveal the contact, name the
other party and share specifics of the contact with the Board. The member shall share
copies of any writing received or a synopsis if the contact was verbal.(By-Laws V.8)
( date )
l)car {name of complainant):
Thc Police Citizcns Review Board has received your complaint dated xx, regarding an incident
that took place on {date).
Under §8-8-3D of the City Code oflowa City, the PCRB can only consider complaints brought
within 60 days of the incident complained of. It appears from your complaint that it is possible
that your complaint was filed too late for the Board to consider. At the Board's next meeting, on
(date) at (place), the Board will consider whether it should dismiss your complaint because it was
filed too late. You are welcome to come to the meeting and speak to the Board on the issue of
the timeliness of your complaint. Whether you choose to attend or not, after the meeting we will
let you know whether the Board can proceed with your complaint.
If you have any questions about this matter, please contact xx at (number).