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HomeMy WebLinkAbout02-09-2021 Community Police Review BoardMEMORANDUM COMMUNITY POLICE REVIEW BOARD A Board of the City of Iowa City DATE: February 3, 2021 TO: CPRB Members FROM: Chris Olney RE: Board Packet for meeting on Tuesday February 9, 2021 Enclosed please find the following documents for your review and comment at the next board meeting: • Agenda for 2/09/21 • Minutes of the meeting on 1112t21 • ICPD General Order 91-07 (Investigative Case Screening Process) • ICPD General Order 15-01 (Communication, Coordination, and Cooperation) • ICPD General Order 18-02 (Investigating Sexual Assault) • ICPD General Order 92-01 (infectious Disease Control) • ICPD Use of Force Review/Report December • Correspondence from Amy Charles • ICPD General Order 99-10 (Domestic Violence), Section J • Correspondence from Police Chief Liston: State of Iowa Code Chapter 6 501-&2(80B,80D) • ICPD 99-08 (Body Worn Cameras and In -Car Recorders) • Draft Community Forum Information • Cedar Rapids proposed Citizens Review Board Ordinance • Office Contacts — January 2021 • Complaint Deadline COMMUNITY POLICE REVIEW BOARD TUESDAY, FEBRUARY 9, 2021 Electronic Formal Meeting — 5:30 PM ZOOM MEETING PLATFORM Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. You can participate in the meeting and can comment on an agenda item by going to https://zoom.us/webinar/register/WN 48mrvUUsQzgEn3wMdZ6-Ww via the internet to visit the Zoom meeting's registration page and submit the required information. Once approved, you will receive an email message with a link to join the meeting. If you are asked for a meeting or webinar ID, enter the ID number found in the email. A meeting password may also be included in the email. Enter the password when prompted. If you have no computer or smartphone, or a computer without a microphone, you may call in by telephone by dialing (312) 626-6799. When prompted, enter the meeting or webinar ID. The ID number for this meeting is: 940 7161 4516 Once connected, you may dial "9 to "raise your hand," letting the meeting host know you would like to speak. Providing comments in person is not an option. ITEM NO. 1 CALL TO ORDER and ROLL CALL ITEM NO. 2 CONSIDER MOTION ADOPTING CONSENT CALENDAR AS PRESENTED OR AMENDED • Minutes of the meeting on 01/12/21 • ICPD General Order 91-07 (Investigative Case Screening Process) • ICPD General Order 15-01 (Communication, Coordination, and Cooperation) • ICPD General Order 18-02 (Investigating Sexual Assault) • ICPD 92-01 (Infectious Disease Control) • ICPD Use of Force Review/Report December • Correspondence from Amy Charles ITEM NO. 3 NEW BUSINESS ICPD General Order 99-10 (Domestic Violence), Section J ICPD General Order 99-08 (Body Worn Cameras and In -Car Recorders) ITEM NO. 4 OLD BUSINESS • Community Forum Discussion ITEM NO. 5 PUBLIC COMMENT OF ITEMS NOT ON THE AGENDA (Commentators shall address the Board for no more than 5 minutes. The Board shall not engage in discussion with the public concerning said items). ITEM NO. 6 BOARD INFORMATION ITEM NO. 7 STAFF INFORMATION ITEM NO. 8 MEETING SCHEDULE and FUTURE AGENDAS • March 9, 2021, 5:30 PM, Electronic Zoom Meeting • April 13, 2021, 5:30 PM, Electronic Zoom Meeting • May 11, 2021, 5:30 PM, Electronic Zoom Meeting • June 8, 2021, 5:30 PM, Electronic Zoom Meeting ITEM NO. 9 CONSIDER MOTION TO ADJOURN TO EXECUTIVE SESSION based on Section 21.5(1)(a) of the Code of Iowa to review or discuss records which are required or authorized by state or federal law to be kept confidential or to be kept confidential as a condition for that government body's possession or continued receipt of federal funds, and 22.7(11) personal information in confidential personnel records of public bodies including but not limited to cities, boards of supervisors and school districts, and 22-7(5) police officer investigative reports, except where disclosure is authorized elsewhere in the Code; and 22.7(18) Communications not required by law, rule or procedure that are made to a government body or to any of its employees by identified persons outside of government, to the extent that the government body receiving those communications from such persons outside of government could reasonably believe that those persons would be discouraged from making them to that government body if they were available for general public examination. ITEM NO. 9 ADJOURNMENT If you will need disability -related accommodations in order to participate in this program/event, please contact Chris Olney at 319-356-5043, christine-olney@iowa-city. org. Early requests are strongly encouraged to allow sufficient time to meet your access needs. COMMUNITY POLICE REVIEW BOARD MINUTES — January 12, 2021 Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting was held because a meeting in person was impossible or impractical due to concerns for the health and safety of Board members, staff and the public presented by COViD-19. CALL TO ORDER: Chair David Selmer called the meeting to order at 5:35 p.m. MEMBERS PRESENT: Jerri MacConnell (5:38 pm), Latisha McDaniel, Amanda Nichols, Orville Townsend MEMBERS ABSENT: None STAFF PRESENT: Staff Kellie Fruehling, Legal Counsel Patrick Ford STAFF ABSENT: None OTHERS PRESENT: Iowa City Police Chief Dustin Liston City Council Member Janice Weiner, CPRB Liaison RECOMMENDATIONS TO COUNCIL None Introduction of Iowa City Police Chief Dustin Liston. CONSENT CALENDAR Motion by Selmer, seconded by Townsend, to adopt the consent calendar as presented. a Minutes of the meeting on 12/08/20 ® Minutes of the meeting on 12/22/20 a ICPD General Order 00-02 (Harassment and Sexual Harassment) ICPD General Order 99-11 (Arrests) ® ICPD General Order 00-05 (Off -Duty Conduct: Powers of Arrest) a ICPD General Order 99-10 (Domestic Violence) a ICPD General Order 00-09 (Organization) a ICPD General Order 01-09 (Narcotics, Organized Crime and Vice Investigations) o ICPD General Order 91-06 (Licensee Background Investigation) ® ICPD General Order 01-04 (Bomb Threats/Emergencies) ® ICPD General Order 00-04 (Body Armor) m ICPD General Order 95-01 (Emergency Operation of Police Vehicles) ICPD Use of Force Review/Report November Nichols noted General Order 99-10 (Domestic Violence) OPS-14.10 Section J, Officers Charged with Domestic Assault and proposed the following addition after the second sentence in the last paragraph: "in the event that any officer of the Iowa City Police Department is convicted of domestic abuse, said officer's employment will be terminated." MacConnell stated other departments will refer the officer to counseling and then make a determination on their employment status based on the outcome. Selmer asked Chief Liston if there was a section in any of the General Orders that referenced convictions and employment status. Liston referenced Texas law but stated he would need to familiarize himself with Iowa law and the ICPD General Orders before commenting. Townsend suggested adding if an officer is convicted of abuse, the first time they be required to participate in counseling and if there was a second offense that termination would be appropriate. Fruehling stated that the Board could adopt the consent calendar as is and put General Order 99-10 (Domestic Violence) under new business on the next meeting agenda for further discussion giving Chief Liston additional time to look at the ICPD General Orders and Iowa law. Motion carried. 5/0. Selmer asked Chief Liston to come back at the next meeting with information regarding whether a conviction of a crime results in termination of employment or how that effects that officer's employment and also if the crime has to be a misdemeanor or a felony offense and also if domestic assault results in termination. Townsend noted number of officers injured in 2020 in the November Use of Force report and if there was information to the degree of injury. Selmer stated he thought there was information regarding the degree of injury when it's reported in the Use of Force reports. Fruehling said she would pull all the reports for 2020 and send them to Townsend. Selmer asked Townsend if he had reviewed the Body Cam Order (99-08, Body Worn Camera and In - Car Recorders) and if he was satisfied with the language regarding the penalty for failure to having the camera on. Townsend stated he needed to do more work on the review. Selmer suggested adding the order to new business on the next meeting agenda for further discussion. Community Forum Fruehling said the Board should start thinking about dates and topics for discussion for the spring forum. Fruehling also stated the forum would likely be held via Zoom but that a location should be chosen and reserved if an in -person meeting is an option. Selmer suggested the Board could discuss the recommendations report that was submitted to Council regarding Item No. 8 of Resolution 20-159 (Resolution of Initial City Council Commitments addressing the Black Lives Matter Movement and Systemic Racism in the wake of the murder of George Floyd by Minneapolis Police and calls for action from protesters and residents) or invite Chief Liston to introduce himself and share his visions for the future. Selmer suggested the Iowa City Public Library for a location. Fruehling noted past forums have been held on a Monday at the end of April and suggested Monday, April 261 suggesting Board members check their calendars for further discussion at the next meeting. McDaniel suggested looking at outdoor options pending weather to hold an in -person forum. Fruehling said she would look to see if there are options that would have an outdoor/indoor availability in case of inclement weather. OLD BUSINESS None. PUBLIC DISCUSSION None. CPRB January 12, 2021 BOARD INFORMATION None. STAFF INFORMATION Councilor Weiner thanked the Board for all the time and effort they put into compiling the recommendations to City Council regarding Item No. 8 of Resolution 20-159 (Resolution of Initial Council Commitments addressing the Black Lives Matter Movement and Systemic Racism in the wake of the murder of George Floyd by Minneapolis Police and calls for action from protesters and residents). TENTATIVE MEETING SCHEDULE and FUTURE AGENDAS (subject to change) • March 9, 2021, 5:30 PM, Electronic Zoom Meeting • April 13, 2021, 5:30 PM, Electronic Zoom Meeting + May 11, 2021, 5:30 PM, Electronic Zoom Meeting • June 8, 2021, 5:30 PM, Electronic Zoom Meeting ADJOURNMENT Motion for adjournment by Selmer, seconded by Townsend Motion carried, 5/0. Meeting adjourned at 5:57 P.M. COMMUNITY POLICE REVIEW BOARD ATTENDANCE RECORD YEAR 2020 - 2021 (Meeting Date) NAME 2/11/20 3110/20 5112/20 6/9/20 7114120 9/18120 9/5/20 9/21120 FORUM IW15/20 10/2312D 11110/20 1219120 12/22"o Ill2/21 Sam Conaway O O _ Monique Galpin X X X X _ Jerri MacConnell O X X X X X OJE X X X X Latisha McDaniel X X O X X X O/E X X X X X X X Amanda Nichols X X X X X X X X O/E X David Selmer X X X X X O/E X X X X X X X X Orville Townsend X X X X X X X X X X X X X X KEY: X = Present O = Absent O/E = Absent/Excused NM = No meeting -- = Not a Member INV 01 1 INVESTIGATIVE CASE SCREENING PROCESS Date of Issue General Order Number February 8, 2001 91-07 Effective Date Section Code December 23, 2020 INV-01 (previously OPS-05) Reevaluation Date Amends / Cancels December 2023 1 91-07 Effective October 8, 1991 C.A.L.E.A. Reference 42.1.2 1 INDEX AS: Investigations Case Screening Criteria Exceptional Circumstances Solvability Factors Follow-up Investigations I. PURPOSE The purpose of this order is to establish the policies and procedures of the Iowa City Police Department, Investigative Case Screening Process. This process shall be the means for determining whether an investigation should be continued. II. POLICY It is the policy of the Iowa City Police Department to investigate crimes to the extent practical. The decision to continue or discontinue a case shall be made on available information and may be based in part, on the desire and willingness of the victim to pursue the case, and the existence of any suspects. The determination shall be based in part upon the existence of sufficient solvability factors obtained through the initial investigation. INVO1.2 111. DEFINITIONS Solvability Factors - Elements of information about a crime which have proven in the past to be important in the successful conclusion of a case. Case screening is designed to provide sufficient information about a case at the earliest possible time in the investigative process in order to permit a decision to be made regarding the value of continuing an investigation. The outcomes of case screening will be either: early suspension of unpromising cases or, a follow- up investigation of those cases with a reasonable probability of case clearance. The objectives of the Investigative Case Screening Process are: 1. To establish the policies and procedures for determining whether to assign a case for additional follow-up investigation or to suspend any further investigation. 2. To establish the responsibility and accountability for the decision to assign or screen out a case. 3. To manage the investigative caseload so that the potential for solving cases is improved. 4. To assign for additional follow-up investigation only those cases with sufficient solvability factors, in order to increase the probability of case clearance. 5. To provide procedures for notifying crime victims of the current status of their case. CASE SCREENING CRITERIA Criteria that are to be used as a guide to determine whether a case will receive follow-up investigation includes, but is not limited to the following: 1. Reliable witness 2. Suspect names 3. Suspect described 4. Suspect Location 5. Suspect identified 6. Suspect previously seen 7. Suspect vehicle described 7, IN V 01.3 8. Traceable property 9. Significant m.o. 10. Useable physical evidence 11. Limited opportunity for anyone other than suspect to commit the crime. 12. Offense may be solved with reasonable additional investigative effort. CASE SCREENING RESPONSIBILITY A. WATCH COMMANDER 1. The Watch Supervisors will be responsible for: a. Reviewing offense reports for completeness of the initial investigation and accuracy of the information contained on the offense report. b. Reviewing cases forwarded by officers under his/her command, to ensure that they have been followed up to the extent practical under the particular circumstances. c. Assigning cases to officers that do not merit an investigative reassignment however do need additional follow-up. 2. If, under exceptional circumstances, and in the Watch Supervisor's opinion an immediate follow-up investigation would substantially increase the likelihood of suspect apprehension or case clearance, the Watch Supervisor may reassign the case for an immediate follow-up investigation. B. INVESTIGATION SUPERVISOR 1. The responsibility of the Investigations Commander in the case screening process vAll be: a. To review all offense reports forwarded to the investigative section. - b. To determine whether sufficient solvability factors and values are present in the case; and, c. To either assign the case for follow-up investigation or suspend the case. If the case is suspended, the Investigations Commander will notify the victim(s) of the status of the investigation or return it to the original investigating officer who will make the notification. 1) Upon assignment of the case by the Investigations Commander, an investigation shall be initiated and a follow-up report submitted within 30 days. This may be extended or waived at the discretion of the Investigations Commander. INV 01.4 2) Unless otherwise directed, upon assignment of the case, the assigned investigator shall keep all records, statements, lab reports, and other case related materials with the case file. The Investigations Commander or designee shall have access to the file at all times. 3) The Investigations Commander shall review the status of all assigned cases within 30 days after assignment. Cases will be assigned an "Open", "Closed" or "Inactive" status. Open cases will remain under investigation. Cases may be closed by arrest, exceptional clearance, suspended or unfounded. 4) Upon the closing of a case, all original documentation shall be submitted to Records pursuant to departmental guidelines. Files, which are subject to being recorded photographically or electronically, may be retrieved by the Investigations Commander or the investigating officer and stored pursuant to the direction of the Investigations Commander d. To forward offense reports to crime analysis (Planning and Research) with sufficient information about the case screening decision. C. EXCEPTIONAL CIRCUMSTANCES 1. While the case screening criteria are very specific, the Investigative Case Screening Process will be flexible enough to allow for exceptional circumstances including, but not limited to: a. Offenses of significant importance to the community. b. Potential danger to victim(s) or witness(es). c. Seriousness of offense. 0 d. Pattern, frequency, or m.o. characteristics of offense. e. Management decisions to pursue a case regardless of solvability factors. 2. While there is a degree of flexibility in the case screening process, exceptional circumstances such as those described above shall be the exception, rather than a standard procedure. D. REPORT REVIEW/CRIME ANALYSIS OFFICER 1. The responsibility of the report review/crime analysis officer in the case screening process will be: a. To coordinate the Investigative Case Screening Process to ensure that the screening decisions are within established procedural guidelines; b. To analyze offense, incident and other reports for crime patterns and trends, similar m.o. characteristics, or unique factors and to notify appropriate personnel of the IN V 01.5 results of these analyses through bulletins, spot maps and/or other appropriate reports; c. To analyze the any changes in patterns/trends in connection with changes in enforcement efforts. d. To review current trends, patterns, and/or problems with the Chief of Police or designee as needed/required. CRIME ANALYSIS Crime analysis will, at a minimum, consist of the following: analysis of case reports, incident reports, and calls for service. To the extent possible, crime data shall be analyzed to identify the following: a. Temporal and geographic factors/distribution of selected types of crime; b. Frequency by type of crime; c. Victim or target descriptors/types; d. Suspect identifiers or descriptors; W e. Suspect vehicle identifiers; > _ sv f. MO identifiers; a g. Physical evidence information; and h. Other factors as determined by the Crime Analysis Officer In addition, as requested, the Crime Analysis section should develop recommendations for prevention and enforcement strategies. As available, crime analysis data should be forwarded to the affected watches and officers assigned to the specific geographical area. 1. The responsibility of the Commander, Field Operations in the case screening process will be to meet with the Investigations Commander on a regular basis and resolve any problems or conflicts developing from the case screening process. Upon receiving a case, the Investigations Commander shall make a determination of the "solvability" of the particular case using the criteria contained in General Order 91-07. Once assigned, the Investigations Commander shall maintain records indicating the status of the case. The case records should indicate the incident number, date assigned, the investigator assigned, case status, days open and other information as determined by the Investigations Commander. IN V 01.6 The assigned investigator shall maintain the case file in a secure manner. The file shall include a copy of the preliminary investigative report and any written statements. In addition the file may include any lab results, follow up reports, notes, statements, and other materials as determined by the investigating officer. The investigating officers' follow-up should include those steps necessary to adequately conclude the investigation. To the extent necessary and practical the investigating officer should: a. Review and analyze previous reports, records and/or technical reports and lab results relative to the investigation. b. Conduct additional interviews and/or interrogations. 1) This may include the interviewing or re -interviewing of the victim, witnesses and "bystanders". 2) Determine if any witnesses may be able to identify a suspect from a lineup. c. Seek additional information from both departmental and non -departmental sources. These may include but are not limited to: 1) Speaking with the officer(s) who were initially assigned the call. 2) Obtaining information/data from the planning and research. 8) Obtaining information from records. 4) Obtaining information from informants. 5) Obtaining information from organizations, businesses, institutions and others that may have dealt with potential suspects. d. Ensure that the collection of evidence and the search of any relevant areas has been completed. e. Maintain contact with victims and witnesses throughout the duration of the investigation. f. Identify potential suspects and eliminate those who are no longer suspects. g. Determine the suspect's potential involvement in other related crimes. h. Check criminal history of suspects. i. Thoroughly prepare the case for legal presentation. Upon conclusion or suspension of an investigation, the investigator shall forward the case file to the Investigations Commander. The Investigations Commander shall then review and forward the file to the Records Section. INV 01.7 Denise Brotherton, Interim Chief of Police WARNING is directive is for departmental use only and does not apply in any criminal or civil proceeding. e department policy should not be construed as a creation of a higher legal standard of safety care in an evidentiary sense with respect to third -party claims. Violations of this directive will ly form the basis for departmental administrative sanctions. COMMUNICATION, COORDINATION ELIZIII] • • :J:A - A • Date of Issue General Order Number December 10, 2015 15-01 Effective Date Section Code December 23, 2020 ADM-10 Reevaluation Date Amends / Cancels December 2023 C.A.L.E.A. Reference 12.1.4 INDEX AS: Written Directive System Policy and Operations Manual I. PURPOSE The purpose of this policy is to establish procedures for communication, coordination, and cooperation among all agency functions and personnel. II. POLICY A policy is established to ensure the communication, coordination and cooperation among all Divisions and all levels within the Iowa City Police Department. The exchange of information is the cornerstones of efficient and effective police services that will increase departmental awareness of problem areas and assist in formulating solutions to those U0L',5i[�l�% III. PROCEDURES: COMMUNICATION CONDUCTED BY SUPERVISORY PERSONNEL Meetings shall be used to exchange information, provide a forum to present ideas, discuss problems, promote positive rapport between divisions, evaluate programs and performance, coordinate assignments across the divisions and throughout the department, and foster cooperation between the division through open discussion and planning. Meeting formats are discretionary and are generally structured in a manner that is appropriate to the personnel involved. A pre -planned and prepared agenda should be distributed to all meeting attendees twenty-four (24) hours in advance of the meeting. Agenda distribution is not necessary if the meeting is called to address emergency or unusual situations. Minutes shall be prepared for all meetings required by this procedure. Minutes from previous meetings should be available, upon request, at subsequent meetings to provide continuity to the informational process. If situations arise that impact the scheduling of a particular meeting, the staff person that called the meeting may cancel or reschedule. Supervisors shall be responsible for the dissemination of relevant material discussed in meetings to the employees they supervise. The following meetings shall be held: A. Command Staff Meetings: Command staff meetings shall be called by the Chief of Police or designee. Command staff meetings shall include the Chief of Police and captains. The Chief of Police, or his designee, may have additional personnel attend a command staff meeting. Command staff meetings shall be held weekly and cover at a minimum the following items: 1. Review from each division 2. Captain's items 3. Open discussion B. Staff Meetings: Staff meetings shall be called by the Chief of Police or designee. Staff meetings shall include the Chief of Police, captains, lieutenants, sergeants, records supervisor and the chiefs administrative coordinator. The Chief of Police, or his designee, may have additional personnel attend a staff meeting. Staff meetings shall be held monthly and may cover the following items: 1. Policies and procedures 2. Crime analysis and crime prevention 3. Patrol 4. Investigation 5. Support Services 6. Administrative Services 7. Awards and commendations 8. General operational functions -. 9. Personnel 10. CALEA items 11. Open discussion ADM-10.3 C. Daily Watch Meetings: Watch meetings shall occur at the beginning of each watch Daily watch meetings shall include on -duty watch supervisors, patrol officers and investigators when available. Daily watch meetings are intended to achieve the following: 1. Disseminate information of interest (ATL's, officer safety, ongoing cases etc.) 2. Discuss policies and procedures 3. Review Training Bulletins 4. Receive awards and commendations 5. Open discussion IV. PROCEDURE: OTHER FORMS OF COMMUNICATION A. The exchange of information between the divisions is vital to the success of the Iowa City Police Department; therefore, it is important that means are established to facilitate this exchange. Information exchange may include written, oral and electronic communications. Information exchange may be accomplished in many ways to include; criminal investigation division daily case review, patrol watch briefings, administrative reports, criminal intelligence bulletins, formal and informal debriefings, bulletin board postings, e-mails, voicemail, small group or one to one conversations and other means as may be deemed appropriate to augment the exchange of information. B. Detectives shall periodically attend patrol division watch briefings to facilitate the exchange information and keep communication lines open. The exchange of information will relate to ongoing investigations, wanted persons, criminal intelligence, vehicles, crime trend changes, potential dangers and certain criminal modes of operations as may be appropriate. V. PROCEDURE: COORDINATION A. Coordination of divisional response to incidents is critical to success. Whep pri incident requires the response of more than one division, it is imperative that supervisors coordinate their response. B. Supervisors from each division responding to an incident shall keep other:-.. supervisors involved apprised of any developments. Example: The investigation division is utilizing patrol to secure a scene until a warrant is obtained. The investigations supervisor shall keep the patrol supervisor apprised of how long patrol resources will be required. C. If manpower or resources may be required, as much advanced notice as possible is given. Example: The investigation division will be serving a warrant and will be requesting patrol assistance for transport or uniform presence. D. Special events plans shall be distributed as soon as practical to allow enough time for a divisional supervisors to plan resource allocation. VI. PROCEDURE: COOPERATION A. All divisions within the department shall cooperate with each other to accomplish the department's mission. B. Disagreements between the divisions as to task responsibility shall be resolved at the lowest supervisory level possible. At no time shall the safety of the public or officers be jeopardized due to a lack of cooperation between the divisions in the department. C. If it is unclear who has responsibility for a task, supervisors shall commit whatever resources are necessary to complete the task. If necessary, responsibility for the task can be determined at a later time by division commanders or the Chief of Police. ADM-10.4 Denise Brotherton, Interim Chief of Police This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of a higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. INVESTIGATING SEXUAL ASSAULT Original Date of Issue Genera! Order Number November 5, 2019 18-02 Effective Date of Reissue Section Code December 29, 2020 Reevaluation Date Amends December 2021 C.A.L.EA. Reference 111:71814 The purpose of this general order is to provide officers with guidelines for responding to reports of sexual assault. Officers are expectedto respond to victim/survivors in a compassionate manner, with an understanding of th`e'impacts of emotional trauma upon the victim/survivor. All interactions in the course of a sexual assault investigation shall include efforts to instill trust, provide education, facilitate decision making, and empower victim/survivors and their f�qnilies or support persons. POLICY It is the policy of the Iowa City Police Department to provide a professional, trauma - informed, victim -centered approach to sexual assault investigations. Officers shall proactively investigate these crimes in a manner that helps restore the victim's dignity and sense of control, while decreasing the victim's anxiety and increasing understanding of the criminal justice system processes. Page 1 of 17 11. DEFINITIONS A. Sexual Abuse: (Also Sexual Assault) As used in this policy, all felony crimes of sexual violence. IOWA CODE CHAPTER 709 — SEXUAL ABUSE Any sex act between persons is sexual abuse by either of the persons when the act is performed with the other person in any of the following circumstances: 1. The act is done by force or against the will of the other. If the consent or acquiescence of the other is procured by threats of violence toward any person or if the act is done while the other is under the influence of a drug inducing sleep or is otherwise in a state of unconsciousness, the act is done against the will of the other. 2. Such other person is suffering from a mental defect or incapacity which precludes giving consent, or lacks the mental capacity to know the right and wrong of conduct in sexual matters. 3. Such other person is a child. B. Sex Act: IOWA CODE CHAPTER 702.17 — SEX ACT The term "sex act" or "sexual activity" means any sexual contact between two or more persons by any of the following: 1. Penetration of the penis into the vagina or anus. 2. Contact between the mouth and genitalia or by contact between the genitalia of one person and the genitalia or anus of another person. 3. Contact between the finger or hand of one person and thegenitalia or anus of another person, except in the course of examination or treatment by a person licensed pursuant to chapter 148, 148C, 151, or 152. 4. Ejaculation onto the person of another. 5. By use of artificial sexual organs or substitutes therefor in contact with the genitalia or anus. C. Consent: Words or overt actions by a person who is legally and functionally competent to give informed approval, indicating a freely given agreement to engage in sexual acts. Consent may be withdrawn at any time. Lack of consent must also be considered in sexual assault investigations. Persons may be incapable of giving consent, including but not limited to those under the influence of intoxicants to the extent that they are unable to understand the nature and consequences of engaging in a sex act, who are asleep, who are affected by emotional trauma, or who are otherwise unable to provide consent. Page 2 of 17 Pursuant to Iowa Code chapter 709, a person who is suffering from a mental defect or incapacity (see definition below, II.C.1) which precludes giving consent cannot consent to a sex act. A person under the age of fourteen cannot consent to any sex act. A person who is fourteen or fifteen may consent to a sex act unless the other person is a family member or related by blood or affinity to the fourth degree, the other person is in a position of authority over the person and uses that authority to coerce the person to submit, or the other person is more than four years older. A person who is sixteen may consent to a sex act, other than acts deemed unlawful. 1. IOWA CODE CHAPTER 709.1A -INCAPACITATION As used in this chapter, "incapacitated" means a person is disabled or deprived of ability, as follows: a. "Mentally incapacitated" means that a person is temporarily incapable of apprising or controlling the person's own conduct due to the influence of a narcotic, anesthetic, or intoxicating substance. b. "Physically helpless" means that a person is unable to communicate an unwillingness to act because the person is unconscious, asleep, or is otherwise physically limited. c. "Physically incapacitated" means that a person has a bodily impairment or handicap that substantially limits the person's ability to resist or flee. D. Sexual Assault Medical Forensic Examination: An examination of a sexual assault patient by a health care provider, ideally one who has specialized education and clinical experience in the collection of forensic evidence and treatment of these patients. E. SexualAssault Nurse Examiner(SANE): A Registered Nurse who has received specialized training to provide comprehensive care in the form of a medical - forensic exam to sexual assault victims. SANEs are always available on call in Johnson County. SANEs provide timely compassionate, culturally sensitive health care, and collect forensic evidence as directed by the patiersi. C_! F. Victim counselor: A person who is engaged in a crime victim center,: is certified as a counselor by the crime victim center, and is under the control; of a direct services supervisor of a crime victim center, whose primary purpose is the rendering of advice, counseling, and assistance to the victims of crime. To qualify as a "victim counselor' under this section, the person must also have completed at least twenty hours of training provided by the center in which the person is engaged, by the Iowa organization of victim assistance, by the Iowa coalition against sexual assault, or by the Iowa coalition against domestic violence, which shall include but not be limited to, the dynamics of victimization, substantive laws relating to violent crime, sexual assault, and domestic violence, crisis intervention techniques, communication skills, working with Page 3 of 17 diverse populations, an overview of the state criminal justice system, information regarding pertinent hospital procedures, and information regarding state and community resources for victims of crime. Locally, victim counselor is referred to as Victim Advocate. This person can be a service provider, rape crisis counselor, or social worker who is trained to assess and address the needs of the victim as well as to provide counseling, advocacy, resources, information and support. A Victim Advocate can be a confidential and privileged resource for victims and cannot disclose information to officers unless the victim provides them with a written, signed release. G. Trauma -Informed: Attending to victims' emotional and physical safety; strengthening victims' capacity to recover from the traumatic effects of abuse and violence by providing information, resources, services and support; understanding the physical, social, and emotional impact of trauma on the individual, and educating victims about the impact of trauma on their health and well-being. III. PROCEDURES Procedures for the following qualifying factors are included in this protocol: A. Initial Officer Response B. Role of the Supervisor C. Evidence Collection D. Sexual Assault Medical Forensic Examinations E. Forensic Examination for the Collection of Evidence from the Suspect F. Victim Interviews G. Contacting and Interviewing Suspects H. Protecting Victim Rights I. Report Writing J. Minors, Dependent Adults, and Victims with Special Needs K. Sexual Assault Exam Kits L. False Reports ' M. Prosecutorial Review N. Sexual Assault Detective O. Training �o A. INITIAL OFFICER RESPONSE When responding to a scene involving a sexual assault, officers shall follow standard incident response procedures. In addition, when interacting with victims, officers shall do the following: 1. Recognize that the victim experienced a traumatic incident and may not be Page 4 of 17 willing or able to immediately assist with the criminal investigation. 2. Clearly explain the reporting process including the roles of the first responder, investigator, and anyone else with whom the victim will likely interact. 3. Offer to contact local support or advocacy agencies for the victim, including contact with a victim advocate. The Rape Victim Advocacy Program (RVAP) is available 24i7 at 319-335-6000, in addition to other local, regional, or national programs, including culturally specific services. It is important to understand that victims from culturally specific populations may need culturally specific resources. If an advocate response is declined, provide ICPD's Sexual Assault Victim Rights Sheet and discuss information regarding agencies that provide sexual assault support and possibly a referral to the sexual assault detective. 4. Consider the language or communication needs of the victim. In cases where the victim is deaf, has limited hearing, is non-English speaking, or prefers to speak in a non-English language, reasonable steps shall be made to ensure meaningful communication is established. Refer to ICPD Standard Operating Guideline 18-08, Communication with Limited English Proficiency, Deaf, and Hard of Hearing Persons. 5. Make reasonable efforts to allow the victim to determine the location, time and date where the initial report is made. Preference should be given to `soft' interview spaces, including the University of Iowa Police Department's soft interview room, the offices of the Rape Victim Advocacy Program, or other spaces held by community advocacy partners when available. 6. If asked about filing charges at a later date or declining to report, offer to explain the statute of limitations for criminal charges, if applicable, to victims and that a victim can contact the agency within that time to reopen the investigation. 7. Collaborate with victims during the investigative process and respect a victim's right to decline future participation in the investigation. 8. If it is determined that the assault occurred in a jurisdiction- other -'than Iowa City, the officer shall notify that jurisdiction as soon as practical?and relay information to assist them in securing the scene and preserving .evidence. 9. Limit the initial interview, conducted by the responding officer, to; questions that will establish only the basic facts of the assault and provide the information necessary for the immediate needs of the investigation and safety of the victim, such as the suspect identity and elements of the crime, when reasonable and practical. Questions should be tailored to the victim's emotional and physical state. Where resources are available, inform the victim that a second interview might occur at a later time and be conducted by a trained investigator. 10.Record via video and audio the initial statement and all subsequent interviews, when reasonable and practical. Notify the victim and family members or support persons that they are being recorded. If the victim indicates that they do not wish to be recorded, this should be noted in the officer's report and the recording should stop. Refer to ICPD General Order 99-08, Body Worn Cameras and in -Car Recorders. 11.Ask about and document signs and symptoms of injury, to include Page 5 of 17 strangulation. It is possible that injuries may not be apparent or visible upon initial observation. 12.Ask if anything is missing or was removed from the victim and the crime scene. 13.Arrange for transportation to Mercy Hospital or the University of Iowa Hospital if a forensic medical exam is needed and the victim consents. Explain that a medical forensic exam is free of cost. Consider the victim's body a crime scene; ensure the chain of custody remains intact during transportation. 14.Identify and interview any witnesses or anyone the victim told about the sexual assault. 15. Understand that recantation of any or all aspects of the initial disclosure is not necessarily indicative of a false report. Victims who recant or decline participation in the investigation should not be asked to sign a non - prosecution statement. In addition, the facts of the case, as provided by the victim may change over time. Officers should understand that this does not indicate deception. 16.A victim shall not be expected or encouraged to make decisions regarding the investigation or charges related to the offense as part of the initial response. B. ROLE OF THE SUPERVISOR Supervisors shall do the following: 1. Respond to assist officers investigating incidents of sexual assault when possible or if requested by an officer. 2. Exhibit sensitivity to victims and ensure that victim interactions are handled appropriately by clarifying their expectations of patrol officers. 3. Review all sexual assault reports for accuracy and consistency and conduct after action reviews and sexual assault case audits. 4. Encourage officers to look for cooccurring and interconnected crimes when responding to sexual assault. 5. Ensure officers and investigators understand case coding and appropriately code sexual assault cases. An audit of sexual assault calls for service shall be performed monthly at the direction of the Sexual Assault Detective. 6. Provide notification to the Captain of Operations, the Detectiv4s Division Commander, and the on -call detective, per the Mandatory Call List. If a department employee, sworn or civilian, is involved or suspected to be involved, notification will also include the Chief and the Captafri of Support Services. Refer to ICPD Standard Operating Guideline 17-07 Wotification to the Chief of Police and Mandatory Call Matrix. 7. Recognize officers for rendering effective victim services. C. EVIDENCE COLLECTION 1. Officers shall follow the ICPD's Standard Operating Guideline 01-20, Evidence Collection. In addition, officers shall do the following: Page 6 of 17 a. In addition to any clothing or other evidence collected by the SANE, collect any clothing worn at the time of the assault and immediately afterward, especially the clothing worn closest to the genitals, including undergarments, pants, and shorts. Each item of clothing must be packaged separately in a paper bag. b. Follow standard protocols for the collection of DNA evidence. c. If the victim has declined or a medical forensic exam will not be conducted, take photographs of visible physical injuries, including any healing or old injuries. i. Ideally photos should be taken 24, 48, and 72 hours later, in the event the injuries become more visible and pronounced. ii. Descriptive and specific documentation of the injuries should accompany the photos. iii. Officers should be sensitive to the victim's need for privacy, which can include the use drapes or other techniques or summoning an officer of the same sex as the victim. iv. Photographs of the victim's genitals should be obtained as part of the forensic examination and should never be taken by officers. V. Strict control and confidentiality shall be maintained of any photographs. Such photos shall be viewed only by personnel directly involved in the investigative process. d. Collect evidence regarding the environment in which the assault took place, including indications of isolation and soundproofing. e. Recognize that evidence can be collected directly from items like wheelchairs or assistive devices. Officers should collect samples directly from these devices, but should not remove them. f. Document any evidence of threats made by the suspect, to include those made to individuals other than the victim. g. In situations where it is suspected that drugs or alcohol may have facilitated the assault, officers should assess the scene for evidence such as drinking glasses, alcohol bottles or cans, or other related items. 2. Response to Suspect Claims of Consent In situations where suspects do not deny that sexual intercourse occurred, but rather assert that it was voluntary and with the consent of the victim, officers shall do the following: a. Collect evidence of I. Indications of past assaults or abuse, coercion, threats, or stalking between the suspect and victim. ii. The suspect's course of conduct, including selection and grooming processes and pre- and post -assault behaviors, including any communication. Page 7 of 17 iii. Coercive behavior displayed by the suspect. b. Identify events that transpired prior to and after the assault in an effort to locate additional witnesses and physical locations that might lead to additional evidence. c. Document when and how the suspect asked for consent, or what words acts/inaction by the victim lead to the suspect's belief that the victim consented. 3. For sexual assaults involving strangers, officers should focus investigative efforts on the collection and analysis of DNA and other trace evidence used to identify the perpetrator. D. SEXUALASSAULT MEDICAL FORENSIC EXAMINATIONS 1. Prior to the sexual assault medical forensic examination, the investigating officer shall do the following: a. If not already completed, and with the victim's consent, notify a victim advocate. b. Make contact with the Johnson County SANE Coordinator, or contact RVAP (319-335-6000), to determine whether an exam is possible. RVAP can also assist in connecting officers to SANEs. c. Explain to the victim the purpose of the exam and its importance to their general health and wellness, and to the investigation. d. Provide the victim with general information about the procedure, and encourage them to seek further detail and guidance from the forensic examiner. Officers and investigators cannot deny a victim the opportunity to have an exam. e. Inform the victim that they have the right to decline any or all parts of the exam. f. If not previously collected, advise the victim that the forensic examiner might collect all clothing that was worn during or immediately after the sexual assault. Assist in arranging for clothing the victim may need after the exam. g. Inform the victim that the exam is free of cost; however, charges may applyfor medical treatment required beyond the exam. Should the victim receive an invoice for the exam, they should not provide payment, but instead discuss payment options with a victim counselor and/or the assigned detective. h. Encourage a victim who is unwilling to undergo an exam to consider seeking medical attention, including testing for pregnancy and sexually transmitted infections. This testing should be completed as soon as possible after the assault, as well as later, as positive. results for pregnancy and some infections might not appear until later. "-% i. Ask the victim whether there is anyone who should be called to accompany them to the exam site and facilitate contact. j. Address any special needs of the victim, such as communication or mobility. Page 8 of 17 k. If possible, transport or arrange transportation for the victim to the designated medical facility. I. A medical records release form will be signed as part of the examination. This is handled by the SANE, and will be included with the kit when turned over to the police department. The release form provides the investigating agency access to medical records from the exam and should not include information about mental health, substance abuse treatment, or any information outside the purpose of the medical forensic examination. m.Brief the forensic examiner about the details of the sexual assault, as they are known at that time. 2. Officers should not be present during any part of the exam,_ including during the medical history. k " 3. Upon conclusion of the exam, the officer should request copies of any findings that may assist with the investigation. 4. The police report shall contain a copy of the exam report and a summary of the findings that note significant information or details of injury: these are not for public release based on medical privacy concerns. 5. After the exam, evidence collected during the exam shall be turned over to law enforcement. It is critical to ensure that the evidence has been properly collected, sealed, and labeled. 6. If the assault occurred within 120 hours, and there is a suspicion of drug or alcohol -facilitated sexual assault, a urine sample may be collected from the victim, with their consent. If it is less than 24 hours since the assault, then a blood sample may also be collected with the victim's consent. Toxicological testing should be performed to determine if the event was a drug or alcohol - facilitated sexual assault. Routine toxicological testing of victims of sexual assault is not recommended. If possible, discuss any concerns of urine or blood collection with the Sexual Assault Nurse Examiner. 7. Because of the delay in reporting most sexual assaults, the agency should work with laboratories capable of identifying in blood and urine very low levels of drugs commonly used in sexual assault. 8. Illegal substance abuse by victims, including underage drinking, shall never be used to discredit or discourage the victim from reporting the assault. The agency's priority is to thoroughly investigate sexual assault, not prosecute victims for drug or alcohol violations. 9. The exam evidence shall be submitted to evidence in accordance with this agency's evidence policy and sent to the appropriate laboratory in a timely manner, but ideally no later than seven business days from the collection of the kit, for processing. 10. Proceeding with or conducting a thorough investigation shall not be contingent upon laboratory findings. To the extent possible, investigations should be ongoing while awaiting laboratory results. E. FORENSIC EXAMINATION FOR THE COLLECTION OF EVIDENCE FROM THE SUSPECT 1. Prior to or immediately after the preliminary suspect interview, investigators Page 9 of 17 should photograph any injuries. 2. The investigating officer shall determine whether a sexual assault medical forensic examination should be conducted. 3. A search warrant, with specific details about what evidence will be collected, should be obtained in advance of a suspect exam. The intent of the exam should be to collect evidence from their body, clothing and/ or mobile devices, if applicable, as soon as possible after the assault. Officers should take measures to minimize opportunities for the suspect to destroy or alter evidence which might be obtained by the forensic exam. 4. Suspect sexual assault medical forensic examinations shall be conducted by a Sexual Assault Nurse Examiner {SANE}. 5. During the suspect's sexual assault medical forensic exam ination,,theSANE should do the following: a. When supported by facts, strongly consider genital swabbing, pubic hair combings, and collection of other potential DNA evidence. - b. Collect biological and trace evidence from the suspect's body,,? c. Document information about the suspect's clothing, appearance, scars, tattoos, piercings, and other identifiable marks d. Seize all clothing worn by the suspect during the assault, particularly any clothing touching the genital area e. Document the suspect's medical history and any injuries 6. Whenever possible, the suspect's examination should not take place in the same location or by the same examiner as the victim's forensic examination. 7. Secure the evidence obtained separately from any evidence obtained from the victim in accordance with ICPD's Standard Operating Guideline 01-20, Evidence Collection. F. VICTIM INTERVIEWS To every reasonable extent, victims should be allowed to determine the location of the interview when possible. Consider trauma -informed spaces such as RVAP or DVIP's available rooms or the University of Iowa Police Department's soft interview room. Officers should be aware of the effects of trauma upon victims and questions should be asked in an open-ended, non -interrogative manner. During victim interviews, officers shall note the following information: 1. If the suspect was known by the victim, determine the following facts. a. How long the victim knew the suspect; b. The circumstances of their meeting; c. The extent of their previous or current relationship; and d. Any behavioral changes that led the situation from one based on consent to one of submission, coercion, fear, or force. 2. The location where the assault took place, including any isolation strategies used by the suspect. Page 10 of 17 3. Actions, threats (real, perceived, or implied), gestures, coercion, and other behaviors used by the suspect to cause the victim to submit. 4. Ways in which the victim resisted or indicated non -consent, both verbally and nonverbally, understanding that victims may not use the word "no". Reassure victims that the assault is not their fault. 5. The victim's actions and responses before, during, and after the sexual assault including indications of their state of mind during the assault. 6. The victim's thoughts and feelings during the assault. 7. Sensory evidence and peripheral details of the victim's experience. 8. The victim's behavior and thoughts since or after the assault, including changes in routine, depression, mood instability, sleep and diet disturbances, flashbacks, nightmares, and stress. 9. Circumstances that may indicate the use of drugs and/or alcohol to facilitate the sexual assault, including memory loss, disorientation, severe illness, or hallucinations. Explain how drug and/or alcohol use and related information will be used in the investigation. 10.If any prescription drugs were taken. - 11.Any pre- or post -assault contact, monitoring, stalking, or other behaviors of the suspect. G. CONTACTING AND INTERVIEWING SUSPECTS Prior to contacting the suspect, officers should do the following: 1. Conduct a background and criminal history check specifically looking for accusations, criminal charges, and convictions for interconnected crimes, especially crimes involving violence. 2. Understand common tactics used by offenders, including but not limited to: a. Choice of victim based on a perceived lack of credibility or vulnerability such as age, status, alcohol or drug consumption, or other circumstances that can cause others to doubt the victim's report of the assault. b. Testing victim's boundaries for vulnerability and ease of access c. Using manipulation, cunning, and/or threats to accomplish the assault while using only enough force of violence to frighten or intimidate into compliance. d. Using drugs or alcohol purposefully to make victims more vulnerable and lower inhibitions e. Isolating the victim. f. Common defense strategies, such as claims of consent, mistaken identity, and denial. 3. Consider conducting a pretext or confrontational call or messaging. a. The purpose of a pretext phone call is to solicit and record potentially incriminating statements from the suspect. b. A pretext phone call shall be conducted prior to engaging the suspect in Page 11 of 17 a non -custodial or custodial interview or interrogation. if the suspect has invoked their Fifth Amendment rights. c. When involving the victim in a pretext phone call to the suspect, carefully consider the victim's emotional and physical state. A pretext phone call can result in additional trauma to the victim. d. Under no circumstances should a victim be required to participate in a pretext phone call. e. The investigator/officer should discuss potential outcomes for the call with the victim, emphasizing that it is not their fault if the call does not go well or as planned. f. A victim advocate should be present whenever possible to offer support. 4. Decide on an appropriate time and place to interview the suspect with consideration for the following: a. Suspect's relationship with and access to the victim. b. Whether the suspect is a flight risk. c. Possible destruction or loss of evidence. 5. Record via video and audio the initial statement and all subsequent interviews. Refer to ICPD General Order 99-08, Body Worn Cameras and In -Car Recorders. 6. Always attempt to interview the suspect, even if the officer believes the suspect will deny the allegations, claim consent, or will decline to be interviewed. The suspect may corroborate small details of the victim's account which may have a significant impact on charging and prosecution decisions. 7. Officers may consider the use of a polygraph to further the investigation. The polygraph examination is an investigative aid used in conjunction with, not as a substitute for, a thorough investigation. The polygraph may be used to verify, corroborate or refute statements, obtain additional investigative leads, and narrow or focus the investigation. Refer to ICPD General Order 17-01 Polygraph for further information. 8. Officers should be aware that they may identify additional victims of sexual assault in the course of their interview/investigation. In the event additional potential victims are identified, officers should consider reaching out to those persons for purposes of connecting them to support and advocacy, as well as offering to involve the criminal justice system. _ 9. Officers should be aware of current case law dictating rules f seizure surrounding the interview of the suspect. H. PROTECTING VICTIM RIGHTS Officers shall explain to victims the limitations of confidentiality, as, well as the agency's dedication to protecting the confidentiality of the victims'information to the maximum extent possible by law and policy. Victims should also be provided information regarding the following: Page 12 of 17 1 . Protections afforded to crime victims by the State of Iowa in accordance with Iowa Code section 709.22. 2. The possibility of media coverage and information regarding sexual assault crimes available to the media. If applicable, officers should provide victims with information regarding local media agreements or policies preventing them from disclosing the names of sexual assault victims. 3. What to do in the event that the victim, witnesses, or third parties are harassed or intimidated by the suspect or others. 4. The crime report number, as well as contact information for the reporting officer and lead investigator or person handling the follow-up. 5. Arrest decisions, victim compensation, emergency protective orders, court dates, and parole or release dates. 6. For victims who are initially undecided as to whether to continue with an investigation, information regarding who to contact in the event they change their mind. 7. Victims often fear discovery of the incident by family, friends, coworkers, etc. Discuss who may be informed of investigative information and what should be shared. 8. Victims shall not be asked or required to take a polygraph examination (ref. Iowa Code 915.44). 9. Communications made to a certified victim counselor shall be considered confidential (ref. Iowa Code 915.20A). I. REPORT WRITING All officers assigned to, or who assisted with, an incident of sexual assault shall complete and submit a detailed incident report before the end of -their watch. The Records Division shall forward the incident report to the Sexual Assault Detective and the Detectives Division Commander. Officers shall not reclassify a dispatch call for service involving a sexual assault. When documenting sexual assault cases, officers should take the following actions: 1. Complete a Sexual Assault Supplemental Report Form to augment the narrative report. 2. Detail the specific sex act being reported. 3. Capture details necessary to establish any of the following: a. Premeditation or grooming behavior by the perpetrator; b. Coercion, threats, and force used; c. Attempts by the perpetrator to intimidate or discourage the victim from reporting the assault; d. Presence of injuries; e. Use of drugs or alcohol and the effects on the victim and suspect; and f. Victim's capacity to consent and state of consciousness. 4. Document details regarding the victim's reaction during and after the Page 13 of 17 incident (e.g., victim demeanor, emotional response, changes in routines or habits). 5. Fully document fear by recording all reactions by the victim such as fight, flight, freeze, or tonic immobility expressed or exhibited before, during, and after the assault. 6. Create a timeline to show the effects of the traumatic event on post -assault behavior and actions of the victim as compared to previous behavior (e.g., in a case where the suspect is known to the victim, the victim no longer goes to the gym that the suspect belongs to, will not be in the same room as the suspect, or the victim drops out of school) 7. Unless they are direct quotes (in which case, place them in quotation marks) avoid using terms that indicate consensual behavior (such as participated or engaged in) when describing the specific actions of the suspect. 8. Avoid using the term "alleged" when referring to the crime or victim, and consider instead using the term "reported" for documentation. 9. If a consensual encounter turned nonconsensual, clearly document the details of how and when the suspect's behavior changed and how the victim expressed or demonstrated non -consent to the continued acts. Consider that acts of non -consent or lack of consent may also include tonic immobility or disassociation from the event. 10.In cases where consensual sexual activity occurred in the past, document the ways in which this incident was different. J. MINORS DEPENDENT ADULTS AND VICTIMS WITH SPECIAL NEEDS 1. Prior to receiving calls for service involving the sexual assault of minors, dependent adults, or victims with special needs, this agency shall identify the appropriate agency or organization with the necessary knowledge and resources to help respond to these situations. This entity shall be notified as soon as reasonably possible when reports of potential sexual assaults involving this population are received. The following are local resources: a. Department of Human Services (319-356-6050) b. Rape Victim Advocacy Program (319-335-6001) c. Unity Point Health Child Protection Center (319-369-7908) d. Elder Services (319-338-0515) e. CommUnity Crisis Services (319-351-2726) In cases where the listed resources don't directly meet the needs of the victim, consider them as a resource for referral to other local and national resources which may better serve the needs of the victim and/or the investigation. 2. Officers responding to reports of sexual assaults involving these sensitive population groups shall limit their actions to the following: a. Ensure that the scene is safe; b. Address the immediate medical needs of individuals at the scene; Page 14 of 17 c. Safeguard evidence where appropriate; and d. Collect any information necessary to identify the suspect. 3. Consideration should be given to utilizing individuals with specialized training and experience whenever reasonably possible for victims in these situations. K. SEXUAL ASSAULT EXAM KITS Officers may be dispatched to retrieve a sexual assault exam kit from a SANE or other medical professional. When an officer is assigned to pick up an exam kit, they shall draw an incident number and complete a written report including victim and suspect information (if known) before the end of their duty day. If the kit is related to an open investigation or incident, the disposition should be "previous incident". These kits may be related to an Iowa City case, or a case from another jurisdiction. For Iowa City cases, the officer shall, submit the kit into evidence per appropriate procedure (see Evidence and Property Handling Procedures GO 00-10). If the kit contains urine or blood it must be refrigerated or frozen. For outside jurisdictions, the officer shall submit the kit into evidence, complete a report including victim and suspect information (if known), and the specific location of the incident which records can use to communicate information to the correct jurisdiction. L. FALSE REPORTS False reports of sexual assault occur very infrequently. Inconsistencies in a victim's statement or recollection of an incident of sexual assault or lack of evidence alone do not per se indicate a false report. In the event evidence demonstrates the victim filed a deliberate, obvious false report, and a crime was not committed or attempted, the officer shall notify the Commander of the Detectives Division. All charging decisions shall be referred to the Johnson County Attorney and shall include notification and/or approval of the Chief and the Captain of Operations. M. PROSECUTORIAL REVIEW All sexual assault investigations shall be formally submitted for prosecutorial review to the Johnson County Attorney's Office and should include supporting investigative documents, such as the medical exam paperwork, results from laboratory analysis of evidence, interviews and statements from witnesses, and the final written investigative report. Victims should be informed of this process when possible. Page 15 of 17 N. SEXUAL ASSAULT DETECTIVE All sexual assault reports, including sexual assault exam kit reports, shall be forwarded to the Sexual Assault Detective (SAD) by the Records Division. From those reports, the SAD shall conduct case review and collect and maintain designated data related to victim and suspect information and charging/prosecution decisions. The SAD will maintain a workload primarily consisting of sexual assault cases, and will serve as a resource to other officers and detectives in regard to sexual assault investigations. The SAD will seek out training opportunities and work with community partners to establish education needs and priorities for the department. The SAD will provide meaningful participation as a member of community organizations or teams whose primary efforts are to prevent and/or respond to crimes of sexual abuse. Those groups include, but are not limited to, the Sexual Assault Investigation Team (SAIT) and the Johnson County Sexual Assault Response Team (JCSART). The SAD will work with the Rape Victim Advocacy Program (RVAP) and other victim services organizations in the community to provide service, support, safety, and advocacy to victims of sexual abuse. ,H O. TRAINING Biannual training shall be provided to all personnel, to include ICPD victim advocates or victim services coordinators, who have contact with sexual assault victims. This training, coordinated through the Sexual Assault Detective and the sergeant of training and accreditation, should specifically address the provisions of this policy, as well as the realities, dynamics, and investigations of these crimes and legal or scientific developments pertaining to sexual assault. Training can include education on experiential trauma, including the neurobiological effects of trauma, trauma -informed interviewing, and recognition of trauma, best practices related to responding to and investigating sexual assault, Iowa Code and case law updates, and sexual assault victim services, etc. Victim services providers (RVAP, DVIP, LGBTQ+ services, etc.) and prosecutors shall be included when identifying training items for the department. Training may occur in the form of roll call training, electronic or web -based training, attendance at local or national conferences or training events, or regular in -person training events such as MATS. In addition to a requirement for training, the ICPD should consider evaluating the effectiveness of training. This can include analyzing data, review of officer evaluations, incident debriefs, internal and external surveys, etc., in addition to other means of assessment. Page 16 of 17 Denise Brotherton, Interim Chief of Police WARNING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. Page 17 of 17 INFECTIOUS DISEASE CONTROL Date of Issue General Order Number MAY 08,1992 92-01 Effective Date Section Code December 21 2020 ADM-05 Reevaluation Date AmendslCancels December 2023 C.A.L.E.A. Reference INDEX AS: Acquired Immune Deficiency Syndrome (AIDS) Hepatitis B Virus (HBV) Human Immunodeficiency Virus (HIV) Infectious Disease Infectious Disease Exposure PURPOSE: The purpose of this directive is to establish uniform guidelines for the handling of situations which pose an infectious disease exposure risk to humans, and specifically to police officers. This order consists of the following numbered sections: I. Introduction II. Policy 111. Definitions - IV. Procedure V. Personal Protective Equipment VI. Disinfection, Decontamination, and Disposal VII. Handling of Persons and Employee Conduct = VIII. Employee Management ADM-05.2 INTRODUCTION The Hepatitis A/B Viruses (HAV / HBV) have long been recognized as being capable of causing illness and/or death. Similarly, Human Immunodeficiency Virus (HIV), also referred to as Acquired Immune Deficiency Syndrome (AIDS), is known to cause the same effect on the human body. Research has demonstrated that when proper barrier techniques are utilized, transmission of HBV and HIV can be prevented. Since law enforcement officers work in environments that provide inherently unpredictable risks of exposure, general infection -control procedures must be adapted to the work situations. Personal protection measures must be exercised in all situations that have a likelihood of exposure to infectious diseases. II. POLICY It is the policy of the Police Department to provide methods and equipment sufficient to protect its employees from exposure to infectious diseases that cause or are likely to cause death or serious physical harm. The Department shall maintain a safe working environment for all employees. Adequate training, personal protective equipment, medical precautions, and records shall be available to all emolovees. III. DEFINITIONS OSHA Rule 29 CFR 1910-1030; Exposure Control Plan for Bloodbome Pathogens Term Definition Blood Human blood, human blood components and products made from human blood. Bloodborne Pathogens Pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, ;'(hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV). Body Fluids Fluids that have been recognized by CDC as directly linked to the transmission of HIV and/or HAV / HBV and/or to which universal precautions apply; blood, semen, blood products, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, peritoneal fluid, pericardial fluid, amniotic fluid, and concentrated HIV or HAV / HBV viruses. Contaminated The presence or the reasonably anticipated presence of blood or other potentially infectious materials on an item or surface. Contaminated Laundry Laundry which is wet with blood or other potentially infectious materials and presents a reasonable likelihood of soakthrough or leakage from the bag or container; laundry which may contain sharps. F-TITir, EOW, Contaminated Sharps Any contaminated object that can penetrate the skin including, but not limited to, needles, scalpels, broken glass, broken capillary tubes, and exposed ends of dental wires. Decontamination The use of physical or chemical means to remove, inactivate, or destroy bloodborne pathogens on a surface or item. Disinfect To inactivate virtually all recognized pathogenic microorganisms, but not necessarily all microbial forms (e.g., bacterial endospores) on inanimate objects. Engineering Controls Controls that isolate or remove the hazard from the workplace. Exposure Incident A specific eye, mouth, other mucous membrane, non - intact skin, or parenteral contact with blood or other potentially infectious materials that results from the performance of an employee's duties. Occupational Exposure Reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee's duties. This definition excludes incidental exposure that may take place on the job, and that are neither reasonably nor routinely expected and that the worker is not required to incur in the normal course of employment. Other Potentially Infectious Materials (1) The following body fluids: Semen, -.vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, and any body fluid that is visibly contaminated with blood; (2) Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and (3) HIV - or HAV / HBV - containing cell or tissue cultures, organ cultures, and culture medium or other solutions; and blood, organs or other tissues from experimental animals infected with HIV or HAV / HBV. Parenteral Piercing mucous membranes or the skin barrier through needlesticks, human bites, cuts, abrasions, etc. ADM-05.4 11V Personal Protective Equipment (PPE) Specialized clothing or equipment worn by an employee for protection against a hazard. Source Individual Any individual, living or dead, whose blood, body fluids, tissues, or organs may be a source of exposure to the employee. Examples include, but are not limited to, hospital and clinic patients; clients in institutions for the mentally retarded; trauma victims; clients of drug and alcohol treatment facilities; residents of hospices and nursing homes; human remains prior to embalming; and individuals who donate or sell blood or blood components. Sterilize The use of a physical or chemical procedure to destroy all microbial life, including highly resistant bacterial endospores. Universal Precautions The term "universal precautions" refers to a system of infectious disease control which assumes that every direct contact with body fluids is infectious and requires every employee exposed to direct contact with body fluids to be protected as though such body fluids were HAV / HBV or HIV infected. Therefore, universal precautions are intended to prevent health care workers from parenteral, mucous membrane and non - intact skin exposure to bloodborne pathogens. Work Practice Controls Controls that reduce the likelihood of exposure by altering the manner in which a task is performed. - PROCEDURE A. Modes and Risk of Infectious Disease Transmission A Hepatitis A/B Viruses (HAV / HBV) and Human Immunodeficiency Virus (HIV) are considered infectious diseases by all health and medical resources. Both have been transmitted in occupational settings only by contact with open wounds, chapped or weeping skin, or mucous membranes to blood, blood -contaminated body fluids, or concentrated virus. There is no evidence that HBV or HIV is spread through the air, through food, or through routine, casual contact. Although blood is the single most important source of HIV and HAV / HBV, police officers are often in adverse situations that make differentiation between body fluids difficult. For example, poor lighting may limit the ability to distinguish blood from other body fluids. Therefore, all body fluids shall be treated as Potentially hazardous under uncontrolled, emergency circumstances in which differentiation between body fluids is difficult. Additionally, all persons should be assumed to be infectious with HIV and/or HBV. The risk of exposure to infectious diseases can be minimized by the use of personal protection devices when circumstances dictate. Protection can be achieved through the use of equipment such as gloves, masks, and special clothing designed to provide a barrier between the employee and a risk source. The use of such equipment is often referred to as universal precautions. Police officers must always be aware of potential exposure risk situations and do as much as possible to reduce the risk. 1. Cardiopulmonary Resuscitation (CPR) Police personnel should be concerned with the possible HIV and HAV / HBV exposure through CPR administration. Therefore, gloves and a protective resuscitation mask ("pocket mask") with a one-way valve must always be used when administering CPR. After such a situation is completed, personnel and equipment must be cleaned. 2. Fights and Assaults Fights and assaults can place an officer in a situation for potential exposure from a wide range of causes such as human, bites and attacks with sharp objects. Such instances may occur during arrest, routine interrogations, domestic disputes, and booking' operations. Hands on contact may result in the presence of body fluids and thus a chance of exposure. Extreme caution must be used in dealing with a suspect or prisoner with assaultive or combative behavior. When blood is present and a suspect displays combative or threatening behavior, an officer must attempt to put on gloves as soon as conditions permit. Should the clothing of an officer become exposed, it should be changed as soon as possible. Suspects and prisoners may spit or throw body fluids onto an officer during street contact or booking procedures. Any fluids or materials should be removed with a disposable towel after donning gloves, and the area then decontaminated with appropriate cleaning materials. Following clean-up, soiled towels and gloves should be disposed of in a proper manner. 3. Human Bites Should an employee be bitten by anyone, the employee shall clean the wound with soap and water as soon as possible. The employee shall report the bite to a supervisor and obtain routine medical attention as soon as possible to prevent infection. Appropriate documentation of the incident must be completed, and should include employee injury reports for permanent retention in the employee's personnel file. 4. Searches and Evidence Handling During searches and evidence handling, exposure to HIV and HAV / HBV may be possible. Injuries such as puncture wounds, needle sticks, or cuts pose a hazard during evidence handling and during searches of persons, vehicles, and places. The following precautions can help reduce the risk of infection during search situations: a) Caution must be used when searching prisoner/suspects' clothing. Discretion should be used to determine if an employee should search a prisoner/suspect's clothing or if the prisoner/suspect should empty his or her own pockets. b) A safe distance should always be maintained between an officer and a suspect. c) An employee should wear protective gloves if exposure to body fluids is likely to be encountered. d) If cotton gloves are to be worn for evidence handling, they should be worn over protective, disposable gloves when exposure to body fluids may occur. e) A flashlight should be used when searching areas in which the available light does not permit adequate vision. f) Containers such as purses and bags should be searched by turning the container up -side -down to empty the contents. Small compartments must not be searched by the finger or hand -probe method. g) Puncture -proof containers should be used to store any sharp objects that may be contaminated with body fluids. h) Caution must be used when staples are used to seal evidence so as not to tear gloves or puncture skin. i) Wet or damp items of evidence should be air-dried prior to placement in any air -tight containers. j) When practical and appropriate, puncture resistant gloves should be worn anytime a search of a person, vehicle or place is conducted. All officers, and particularly those involved with identification and crime scene processing, must be alert for the presence of sharp objects such as hypodermic needles, knives, razors, broken glass, nails, or other sharp objects. Sharp objects should not be handled with unprotected, bare hands but rather by mechanical means, such as forceps or tongs. Contaminated evidence shall not be transported, handled, nor stored with or near any food items. An employee who has had contact with or has been near contaminated items must not smoke or consume food until after a thorough hand washing. 5. Deceased Persons and Body Removal Officers should wear gloves and cover all cuts and abrasions before touching a deceased person or removing a body. Precautions should also be used when handling amputated limbs or other body parts. Safeguards should be followed for contact with the blood of anyone, regardless of whether the person is known or suspected to be infected with HIV or HAV / HBV. 6. Autopsies Protective masks and eyewear or face shields, 'laboratory coats, gloves, and waterproof aprons should be worn when attending an autopsy. All autopsy material should be considered infected with HIV and HAV / HBV. Should police equipment come in contact with body fluids or a contaminated surface, it must be thoroughly cleaned with appropriate chemical germicide. 7. Crashes With Injury When responding to a vehicular collision or other type of accident where injuries are present, protective gloves should be worn if body fluids are likely to be encountered. Additional protective equipment should be worn if body fluids are extensive. V. PERSONAL PROTECTIVE EQUIPMENT Appropriate personal protective equipment should be used at any time there is a risk of exposure. For many situations, the chance that an employee will be exposed to blood and other body fluids can be determined in advance. Therefore, if the chance of exposure to body fluids is high, the employee should put on ADM-05.8 protective equipment before dealing with the situation. Although several types of equipment are recommended for protection, those commonly used may not be all that is available. A. Gloves Gloves should be used in all situations in which exposure to body fluids could occur. Extra pairs of gloves should always be available in case of damage. Consideration in the choice of gloves should include dexterity, durability, fit, and the task being performed. Thus, there is no single type of thickness or glove style that is appropriate for all situations. Thin nitrile gloves may be the preference of patrol officers due to the ease of storage and transportation. These gloves may tear easily when used due to the thin design. Therefore, extra pairs should be available. In known hazardous situations, double -gloving is recommended. No gloves shall be used if they are peeling, cracked, discolored, punctured, torn, or have evidence of deterioration. Specially designed puncture -resistant gloves are issued to all officers and should be used whenever an officer is handling or searching an area where there is a chance of cuts or punctures occurring. Heavy, rubber -type gloves may be the preference in situations where the gloves can be easily obtained. This type of situation may occur during crime scene processing. These gloves may be reused if cleaned after each use with appropriate cleaning methods. Gloves should be carried by each patrol officer and be "available for incidents where exposure could occur. Similarly, gloves should be available at the police station for use during booking procedures and prisoner handling. B. Masks. Evewear, and Gowns -n Masks, eyewear, and gowns shall be available in all patrol vehicles and at the police complex. These protective barriers should be used in conjunction with gloves when there is a situation where splashes of blood or other body fluids could occur. All protective equipment shall be made of materials that are fluid -proof or fluid -resistant and shall protect all areas of exposed skin. Should splashes or exposure occur when masks and gowns are not worn and clothing becomes contaminated, the clothing should be removed as soon as possible. Employees shall be permitted work time in which to change clothing. If at all possible, the clothing should be changed at the police station to avoid the contamination of an employee's residence. Contaminated clothing should be bagged for laundering. ADM-as.s VI. DISINFECTION, DECONTAMINATION, AND DISPOSAL: A. Cleansing and Decontamination of Body Fluids Spills All spills and splashes of body fluids should be promptly cleaned using an approved germicide. Visible materials should first be removed with disposable towels or other appropriate means that will ensure against direct contact with body fluids. Gloves shall be worn during cleaning operations. Eye protection and additional protective clothing shall be worn if splashing is anticipated. Following any cleaning, employees shall wash hands and any other body surface that may have been contaminated during cleaning. The Department shall ensure that a supply of materials and germicides suitable for the cleaning of HIV and HAV / HBV contamination are available at all times. Cleaning equipment should be used in accordance with the manufacturers' recommendations. Plastic bags should be available for removal of contaminated items from a contaminated area. All contaminated items and cleaning equipment shall either be appropriately cleaned or disposed in a designated container at the police complex. 1. Hand Washing Hands and other skin surfaces should be washed immediately and thoroughly if exposed or contaminated with body fluids. Hands should always be washed after gloves are removed, even if the gloves appear to be intact. Hands, and any other exposed skin surface, should be washed with warm water and soap. Waterless antiseptic hand cleanser should be available to all officers. for use when hand -washing facilities are not available. No food substances may be consumed following exposure to body fluids until after thorough hand washing has been completed. 2. Laundry Although contaminated clothing has a negligible risk of disease transmission, employees shall treat all contaminated laundry With full universal precautions. Clothing that has received spills or splashes shall be removed as quickly after the exposure as possible. If possible, the clothing removal should be done at the Police Department so as not to contaminate an employee's residence. All sworn officers shall have an additional full uniform available in their locker. Clothing which has been contaminated with body fluids may be bagged and transported for laundering at the expense of the department. Although normal laundry cycles and detergent used to the manufacturers' recommendations are satisfactory for the cleaning of contaminated clothing, no employee shall be required to launder contaminated clothing if he or she does not wish. The employee is responsible to ensure his or her supervisor is aware of ADM-05.10 the need for laundry service. The supervisor shall ensure arrangements are made for the laundry service of the contaminated clothing. 3. Decontamination and Cleaning of Protective Equipment Reusable protective equipment and interiors of police vehicles contaminated with body fluids shall be cleaned as soon as possible after exposure. If equipment is contaminated at locations other than the police station, the equipment should be transported to the Police Department in bags. Cleaning germicides shall be available at the Police Department and should be used in accordance with the manufacturers' recommendations. Employees involved with equipment cleaning shall wear gloves during the process and additional protection if necessary. 4. Contaminated Objects Disposal Disposal of contaminated clothing, protective equipment, and all other objects of concern shall be done by placement in a designated container at the Police Department. A designated container shall be available at all times and shall be emptied by only properly authorized persons. The Police Department will arrange for disposal of contaminated waste by persons or outside agencies property trained and certified to do so. 5. Contaminated/Infective Waste All contaminated materials shall be placed only in an appropriate container for disposal at the Police Department. , Decontamination of Vehicles A. Police vehicles will be inspected by the receiving officer for signs of body fluid contamination at the beginning of each shift. B. Any vehicle showing signs of contamination will not be put into service by a supervisor until it is properly disinfected. If contamination is slight, it may be cleaned with a disinfectant solution of soap and water. The employee will wear disposable gloves during the decontamination process and wash their hands thoroughly afterwards. 2. If contamination is more extensive, the officer will contact their immediate supervisor. The supervisor will contact the captain of support services with an explanation of contamination and a report of action taken. ADM-05.11 3. The captain of support services may grant permission to have the vehicle taken to an authorized auto detailing center. The auto detailing employee who receives the vehicle shall always be advised of the nature of the contamination. VII. HANDLING OF PERSONS AND EMPLOYEE CONDUCT: A. Equal and Nondiscriminatory Treatment Courtesy and civility toward the public are demanded at all times of all department employees, and any conduct to the contrary will not be tolerated. Facilities, programs, and services shall be available to all members of the public on an equitable basis regardless of known or suspected HIV or HAV ( HBV infection. Jokes, discrimination, and refusal or omission of services will not be tolerated towards any member of the public. Should a particular incident require the use of employee protection measures, such protection shall be used with courtesy and civility towards all persons. Employees of the department shall not discriminate nor treat unequally any other employee known or suspected of being infected with HBV or HIV. If an infected employee receives medical approval to report to work, the employee shall be treated without discrimination by all other employees. The infected employee shall be employed so long as he or she is able to perform assigned job functions in accordance with department standards. VIII. EMPLOYEE MANAGEMENT: The Police Department shall maintain a safe working environment for all employees. Adequate training, personal protective equipment, . medical precautions, and records shall be available to all employees. A. Training and Education The Police Department shall require employee training regarding HIV and HAV t HBV facts as they relate to the working. No employee should be allowed to perform his or her duties before having received such training. The Police Department should work with the City Personnel Division, and other sources, to provide the needed training. The training program should ensure that all employees: 1. Understand the modes of transmission of HBV and HIV. 2. Can recognize incidents when universal precautions should be utilized. 3. Know the types of protective equipment appropriate for use in specific instances. ADM-05.12 4. Know and understand the limitations of protective clothing and equipment. 5. Are familiar with appropriate actions to take and persons to inform if exposure occurs. 6. Are familiar with and understand all requirements for work practices and department general orders. 7. Know where protective equipment is kept, its proper use, and how to remove, handle, decontaminate, and dispose of contaminated clothing and equipment. 8. Know the corrective actions to be taken in the event of spills or personal exposure to body fluids, the appropriate reporting procedures, and the medical monitoring recommended. Following the initial HAV / HBV and HIV training, employees should receive refresher training at least annually thereafter. B. Personal Protective Eauiyment The Police Department shall provide all employees access to personal protective equipment as may be necessary for protection from exposure to body fluids. The equipment shall be provided in sufficient quantity so as to be available to all employees without having to share while working a single incident. The department shall pay all costs incurred for the acquisition, cleaning, maintenance, disposal, and replacement of all equipment. C. Post Exposure Evaluation and Fallow -up Procedures In addition to any health-care or monitoring required by other rules, regulations, or worker agreements, the Police Department shall offer, without charge to an employee: X 1. Voluntary HAV / HBV immunization. An employee who has received initial immunization shall be offered booster doses as may be required/recommended by proper medical authorities. 2. Monitoring, at the request of the employee, for HAV / HBV and HIV antibodies following known or suspected exposure to blood or body fluids. The evaluation results shall be confidential. It is recommended that monitoring be conducted following a known or suspected exposure. Monitoring is particularly important if the exposure was to a person of unknown identity. Monitoring procedures shall be in accordance with the recommendations of qualified medical personnel. �f 1 3. Counseling for an employee found, as a result of monitoring, to be seropositive for HAV / HBV or HIV. D. Recordkeeping The Police Department shall be responsible for the maintenance of incident and personnel reports pertaining to exposure, suspected exposure, training, and all other incidents dealing with HBV and HIV that are a concern to the Division. Records should include: 1. Training records, indicating the dates of training sessions, the content of training sessions along with the names of all persons conducting the training, and the names of all persons receiving training. 2. The conditions observed during routine, day-to-day operations for compliance with work practices and use of protective equipment. If non-compliance is noted, the conditions should be documented along with corrective actions taken. 3. The conditions associated with each incident of exposure to body fluids, an evaluation of the conditions, and a description of any corrective measures taken to prevent a recurrence or other similar exposure. Records pertaining to HAV / HBV vaccinations and post -exposure follow-up shall be retained for 30 years after termination of employment with the department. An influenza pandemic can occur when a non -human (novel) influenza -virus gains the ability for efficient and sustained human -to -human transmission and then spreads globally. Pandemics are different from seasonal outbreaks or "epidemics" of influenza. Seasonal outbreaks are caused by subtypes of influenza viruses already in existence among people. Past influenza pandemics have led to high levels of illness, death, social disruption and economic loss. Influenza pandemics are different from many of the threats for which public health and the health care system are currently planning: The pandemic will last much longer than most other emergency events and may include "waves" of influenza activity separated by months. ( The number of health care workers and first responders available to work is expected to be reduced, as many will be at high risk of illness through exposure in the community and in health care settings, and others may have to miss work to care for ill family members. a. I N I N'. Resources in many locations could be limited due to the impact of the widespread nature of influenza pandemic. In the event of a declared pandemic the department will follow the Pandemic Influenza Continuity Plan for the City of Iowa City (attached as an appendix) and all directives from the City Manager's office. Denise Brotherton Interim Chief of Police WARNING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of a higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. Pandemic Influenza Continuity Plan For the City of Iowa City Updated September 2009 r t„ Disclaimer The material in this Pandemic Influenza Continuity Plan has been assembled for the purpose of guiding the City and its employees in planning for a possible influenza pandemic and to guide decision -making to be taken by the City of Iowa City in preparation for that pandemic. The information is current as of fall 2009. Readers should check for more up-to-date information on the City of Iowa City website (www.icgov.org) and other web sites listed in this plan. The information in this plan is not intended to cover every possible pandemic situation. Details which maybe relevant to the readers' particular circumstances may have been omitted. The City of Iowa City accepts no liability or responsibility for any acts or omissions done or omitted in reliance, in whole or in part, on the plan. The City of Iowa City disclaims all responsibility or liability to any person, whether in contract, equity or tort, or on any other basis, for any direct or indirect loss, illness or injury, or damage of any kind arising from use of the information in the plan. The City of Iowa City is not responsible for the contents or reliability of any websites mentioned in this plan, other than its own website, and does not necessarily endorse the views expressed in them. The City of Iowa City cannot guarantee that links will work at all times and has no control over the availability of the linked pages. Copyright The City of Iowa City acknowledges the San Francisco Department of Public Health for allowing use of this template. Table of Contents Glossary.................................................................................................................. i 1. Purpose and Objectives............................................................................................ 1 2. Supporting Plans.................................................................................................... 2 3. Overview & Context............................................................................................... 3 3.1 Pandemic Overview 3.2 Role of the Johnson County Department of Public Health 3.3 Role of City of Iowa City 4. Planning Assumptions............................................................................................... 5 5. Prepare: Stage 1, 2................................................................................................. 6 5.1 Authority and Protocols 5.2 Operations Assessment 5.3 Job Functions 5.4 Pandemic Policies 5.5 Product and Service Vendors 5.6 Employee Communication 5.7 Infection Control and Prevention 5.8 Client Communication 6. Respond: Stage 3, 4, 5............... ......... ....:................................... ............... ....... ... 9 6.1 Activation and Command 6.2 Operations 6.3 Job Functions 6.4 Pandemic Policies 6.5 Communication 6.6 Infection Control 7. Recover: Stage 6........................................ .......................................................... I I 7.1 Activation - 7.2 Operations 7.3 Process Assessment 7.4 Communication Annex ; n 1. Authority and Procedures ...... ......................................................................... A-2 2. Essential Operations..................................................................................... A-5 3. Pandemic Policies ... .............. ...................................................................... A-33 4. Management of III employees........................................................................ A-34 5. Information Dissemination Plan..................................................................... A-37 6. informational Materials............................................................................... A-39 7. Infection Control....................................................................................... A-40 Contact A contact is a term used to refer to someone who has been in close proximity with an individual who is, or is suspected of being, infected with an infectious disease like influenza. Hand hygiene Hand hygiene is a term that applies to the cleaning of one's hands. This is usually done with soap and water, hand sanitizer, or hand wipes. To kill an influenza virus hands must be washed with soap and water for 15 seconds and hand sanitizers or wipes must be used for 10 seconds and have an alcohol content of at least 60%. Human -to -human Human -to -human transmission refers to the ability of an infectious disease to be passed transmission continuously from one person to another. Some viruses can be transmitted between animals (animal -to -animal), some can be transmitted from animal -to -human (and vice versa), and some can be transmitted from human -to -human. Infection control Infection control is broad term used to describe a number of measures designed to detect, prevent, and contain the spread of infectious disease. Some measures include hand washing, respiratory etiquette, use of personal protective equipment (PPE), prophylaxis, isolation, and quarantine. Infectious disease An infectious disease, or communicable disease, is caused by the entrance of organisms (e.g. viruses, bacteria, fungi) into the body which grow and multiply there to cause illness. Infectious diseases can be transmitted, or passed, by direct contact with an infected individual, their discharges (e.g. breath), or with an item touched by them. Influenza Influenza is a viral disease that causes high fever, sore throat, cough, and muscle aches. It usually affects the respiratory system but sometimes affects other organs. It is spread by infectious droplets that are coughed or sneezed into the air. These droplets can land on the mucous membranes of the eyes or mouth or be inhaled into the lungs of another person. Infection can also occur from contact with surfaces contaminated with infectious droplets and respiratory secretions. Also see seasonal, avian, and pandemic influenza. Isolation Isolation is when sick people are asked to remain in one place (e.g.,.home, hospital), away from the public, until they are no longer infectious. Pandemic influenza A pandemic influenza, or pandemic flu, occurs when a new subtype of influenza virus: 1) develops and there is little or no immunity (protection due to preAqus infection or vaccination) in the human population; 2) it is easily passed from human to human; 3) is found in many countries; and, 4) causes serious illness in humans. Also see influenza, seasonal influenza, and avian influenza. a Personal Protective PPE is specialized clothing or equipment worn to protect someone against a hazard Equipment (PPE) including an infectious disease. It can range from a mask or a pair of gloves to a combination of gear that might cover some or all of the body. Prophylaxis Prophylaxis is an infection control measure whereby antimicrobial, including antiviral, medications are taken by a healthy individual to prevent illness before or after being Pandemic Influenza Continuity of Operations Plan i exposed to an individual with an infectious disease (e.g. influenza). Quarantine A quarantine is when people who have been in close proximity to an infected person, but appear healthy, are asked to remain in one place, away from the general public, until it can be determined that they have not been infected. Respiratory etiquette Respiratory etiquette, or good coughing and sneezing manners, is one way of minimizing the spread of viruses which are passed from human -to -human in the tiny droplets of moisture that come out of the nose or mouth when coughing, sneezing, or talking. Healthy and sick people should cover their nose and mouth when sneezing, coughing, or blowing their nose and then put the used tissue in the trash to prevent the spread of germs. Seasonal influenza Seasonal influenza, commonly referred to as the flu, is an infectious disease. In the United States, flu season usually occurs between December and March. The influenza virus is one that has the ability to change easily; however, there is usually enough similarity in the virus from one year to the next that the general populationis partially immune from previous infection or vaccination. Each year experts monitor the influenza virus and create a new vaccine to address changes in the virus. For this reason people are encouraged to get a flu shot each year. Also see influenza, avian influenza, and pandemic influenza. Social distancing Social distancing is an infection control strategy that includes methods of reducing the frequency and closeness of contact between people to limit the spread of infectious diseases. Generally, social distancing refers to the avoidance of gatherings with many people. Pandemic Influenza Continuity of Operations Plan The primary purpose of the Pandemic Influenza Continuity of Operations Plan is to enable the City of Iowa City to respond effectively and efficiently to ensure that essential operations are maintained during an influenza pandemic. The City of Iowa City's objectives during a local pandemic influenza are the following: 1. Reduce transmission of the pandemic virus strain among our employees, clients, and partners. 2. Minimize illness among employees and clients. 3. Maintain mission -critical operations and services. 4. Minimize social disruptions and the economic impact of a pandemic. Pandemic Influenza Continuity of'Operations Plan The Pandemic Influenza Continuity of Operations Plan will be implemented in conjunction with the following plans: 1. Johnson County Department of Public Health Pandemic Influenza Response Plan Pandemic Influenza Continuity of Operations Plan 3.1 PANDEMIC OVERVIEW Severe influenza pandemics represent one of the greatest potential threats to the public's health. Pandemics are distinct from seasonal influenza epidemics that happen nearly every year, causing an average of 36,000 deaths annually in the United States. Seasonal influenza epidemics are caused by influenza viruses which circulate globally in humans. Over time, people develop some degree of immunity to these viruses, and vaccines are developed annually to protect people from serious illness. Pandemic influenza refers to a worldwide epidemic due to a new, dramatically different strain of influenza virus, to which there is no immunity. The new virus strain may spread rapidly from person to person and, if severe, may cause high levels of disease and death around the world. The Centers for Disease Control and Prevention (CDC) estimates that in the U.S. alone, an influenza pandemic could infect up to 200 million people and cause between 200,000 and 1,900,000 deaths. There are several characteristics of an influenza pandemic that differentiate it from other public health emergencies. Unlike other natural disasters, where any disruption to business service provision is likely to be infrastructure -related, disruption to business operations in the event of a pandemic is anticipated to be human and material oriented. A pandemic has the potential to cause illness in a very large number of people, overwhelm the health care system, and jeopardize services by causing high levels of absenteeism in the workforce. Basic services, such as health care, law enforcement, fire, emergency response, communications, transportation, and utilities could be disrupted during a pandemic. Finally, the pandemic, unlike many other emergency events, could last many months and affect many areas throughout the world simultaneously. In a pandemic situation, the goal is to slow the spread of disease to prevent illness. The most effective strategy to accomplish this is through vaccination. However, it is likely that effective vaccines will not be available for many months following the emergence of a new pandemic strain of influenza. Existing antiviral medications may also not be effective or available. Other infection control strategies such as social distancing, improved hygiene and respiratory etiquette, isolation, and quarantine may be used to control the spread of disease. 3.2 ROLE OF THE JOHNSON COUNTY DEPARTMENT OF PUBLIC HEALTH - The Johnson County Health Officer has broad powers to address a pandemic influenza emergency. A local health officer who believes a contagious, infectious or communicable disease exists within the territory under his or her jurisdiction shall take measures as may be necessary to prevent the spread of the disease or occurrence of additional cases and to protect the public's health. The Johnson County Public Health department will be the lead agency in coordinating a county wide public health and emergency medical response. 3.3 ROLE OF CITY OF IOWA CITY During an influenza pandemic the City of Iowa City will be responsible for maintaining essential community services in line with its mission and supporting the public health response. The City of Iowa City will maintain communications with the Johnson County Department of Public Health and will implement recommended procedures that promote the health and safety of employees and Iowa City's residents and visitors. Table 2 details possible activities that the City of Iowa City will implement throughout the influenza pandemic alert stages. Pandemic Influenza Continuity of Operations Plan 3 Table 2. Iowa City Pandemic Management Overview Iowa City Alert Stage* Overview of Possible Activities 1. No new human- • Participate in AvianlPaudemic Influenza Task Force Meetings to -human . Establish necessary policies atransmissible • Finalize pandemic influenza continuity of operations plan virus • Inform and train employees II c 2. Human -to - human transmissible virus identified outside of US 9 3. Few local eases . Manage essential operations a. Provide regular information updates to staff; partners, and g clients/public C 4. Clusters or local . Activate infection control measures It case • Track employees who report ill and report to HR • Educate and train employees _ 5. Widespread I ntECti^^. to ? 6. Post -panel e Resume normal city services, as able based on staffing • Assist employees and community in recovery • Evaluate response and update plans Pandemic h7 luenza Continuity of Operations Plan The following planning assumptions were used in the development of the Pandemic Influenza Continuity of Operations Plan: Time period • There may be less than six weeks of warning from the time the pandemic is announced before it reaches Iowa City. • The time interval between alert stages may be rapid (ranging from days, to weeks, to months). • The pandemic may last as long as eighteen months in several waves with mortality and morbidity increasing and decreasing sporadically. • Waves of severe disease may last 1 to 4 months. Prevention & • A vaccine may not be available for at least 6 to 8 months after an influenza Treatment pandemic begins and supplies may be limited. • Antiviral medicines may not treat or protect against the pandemic influenza virus strain. • if effective, antiviral medications (e.g. Tamiflu) may be in very limited supply and their distribution may occur in phases. • Infection control (e.g. respiratory etiquette, hand hygiene) strategies will be used to slow the spread of disease. • Social distancing strategies (e.g. postponing public gatherings) may be used to control the spread. • Isolation of ill people will be required., • Quarantine of people exposed to ill people may be implemented'. until it can be determined that they have not been infected. n Staffing • Up to 20-50% absenteeism from work from staff, vendors, and services within the community may occur. • Absenteeism will be the result of workers becoming ill, staying home to care for children or family members, or refusing to go to work. • Every person who becomes ill is likely to miss a few days to many weeks of work. • In a severe pandemic 0.1% - 2.5% of workers who become ill may die. Vendors of • City services will be stressed, but will remain functional. Services/ • Critical goods and services provided by contractors, consultants and vendors may Products be erratic. • Iowa City may not be able to rely on mutual aid resources from state or federal agencies to support local response efforts. Pandemic Inf itenza ContBnuih7 0f0Pe7ati017s Plan 5.1 AUTHORITY £t PROTOCOLS 5.1.1 Internal Authority. Set up authorities for activating and terminating the response plan, leadership succession, altering operations, communicating with internal and external groups, and other planning, response, and recovery activities. See Annex 1: Authority and Procedures 5.1.2 Procedures. Set up triggers and procedures for activating and terminating the response plan, altering operations, and other planning, response, and recovery activities. See Annex 1: Authority and Procedures 5.1.3 Administration and logistics. Set up a mechanism to maintain complete and accurate records to ensure a more efficient emergency response and recovery. 5.2 OPERATIONS ASSESSMENT 5.2.1 Essential operations. Identify essential services and operations required to maintain them. Attach in Annex 2: Essential Operations 5.2.2 Assess critical inputs. Identify critical inputs (e.g. raw materials, suppliers, sub -contractor services/products, and logistics) required to maintain business operations and review, existing inventory. 5.2.3 Assess demand changes. Assess changes in client demand (increases and decreases).for services/products that may occur during a pandemic. Annex 2: Essential Operations 5.2.4 Alternative services. Identify alternative ways for clients to access the City's,products'and services (e.g. expand on-line and self service options). 5.2.5 Assess security needs. Identify security needs that will be required for safeguarding personnel, supplies, or buildings during a pandemic. 5.2.6 Assess financial process. Identify ways to expedite purchases that may be necessary and unforeseen during each stage. Identify special funding authorities that will apply. 5.3 JOB FUNCTIONS 5.3.1 Essential job functions. Identify essential job functions required to maintain operations during a pandemic if absenteeism equals 20-50%. 5.3.2 Primary and alternate staff. Assess skill requirement needs and identify core and alternate staff to fill essential job functions if absenteeism equals 20 to 50%. Ensure that personnel contact information, including after hours and emergency numbers, are up to date. Pandemic Influenza Continuity of Operations Plan 5.3.3 Reassignments. Consider that staff may need to be reassigned to other city agencies/ departments. Assess how their job functions will be filled. Consider establishing an "Employee Pool." 5.3.4 Telecommuting. Identify which job functions could be done remotely during a pandemic. Enable employees and their alternates to work from home with appropriate security and network applications. 5.3.5 Training. Train employees how they will be expected to carry out the continuity plan. Cross - train employees so that they can fill essential job functions if needed. 5.4 PANDEMIC POLICIES 5.4.1 Employee leave. Consult with Human Resources regarding emergency personnel policies that allow for employee compensation during absences due to factors such as personal illness, family member illness, trauma, isolation, quarantines, and/or public transportation closures. See Annex 3: Pandemic Influenza Policies 5.4.2. Flexible work. Consult with Human Resources regarding emergency policies that allow for flexible worksite (e.g. telecommuting) and flexible work hours (e.g. staggered shifts, extended shifts). See Annex 3: Pandemic Influenza Policies. 5.4.3. Health care. Consult with Human Resources regarding employee access to healthcare services during a pandemic. See Annex 3: Pandemic Influenza Policies. 5.4.4. Management of ill employees. Develop a policy on the management of employees who become ill. See Annex 4: Management oftll Employees. 5.4.5 Travel policies. Prepare travel policies for possible travel restrictions. See Annex 3: Pandemic Influenza Policies. 5.5 PRODUCT AND SERVICE VENDORS 5.5.1 Critical vendors. Identify vendors of critical products and services (e.g. raw materials, suppliers, sub -contractor services/products, and logistics) required to maintain essential operations. 5.5.2 Stockpile critical supplies. Supplement existing inventory with sufficient critical supplies to keep essential services functioning for 7 days or more. 5.5.3 Vendor continuity. Discuss with product and service vendors their plan for ongoing services and/or shipments in the event of absences, shortages, or disruptions in transportation systems. 5.5.4 Alternate vendors. Identify other businesses or organizations that can provide essential services and supplies if your regular vendor can not. 5.6 EMPLOYEE COMMUNICATION 5.6.1 Information dissemination system. Establish a communication plan (with redundancy) for providing information to staff. Attach in Annex 5: Information Dissemination Plan. Pandemic Influenza Continuity of Operations Plan 5.6.2 Communication systems. Ensure that communication systems (e.g. telecommuting, facsimile services, laptops, radios) are operational, interoperable with other systems, secure, and robust enough to handle increased and constant use. Build in layers of redundancy so that if failure occurs other systems can take over. Test systems regularly. 5.6.3 Ongoing communication plan. Develop a plan to provide regular updates to employees throughout a pandemic. Include mechanisms for developing and finalizing communications and authorizing dissemination. Plan to use multiple dissemination techniques to better ensure that employees hear the message. Attach in Annex 5: Information Dissemination Plan 5.6.4 Stage 1-2 communication. Communicate to employees 1) pandemic influenza information; 2) components of the City of Iowa City's pandemic influenza plan; 3) how to develop a personal/family emergency plan; and 4) infection control steps taken to protect the health and safety of employees should a pandemic occur (see Annex 6: Informational Materials). Utilize Annex 5: Information Dissemination Plan to distribute information. INFECTION5.7 • '•PREVENTION 5.7.1 Hand hygiene and respiratory etiquette. Provide employees with informational materials detailing strategies for stopping the spread of disease. See Annex 6: Informational Materials. Maintain a supply of infection control products. 5.7.2. Social distancing. Identify ways to modify the frequency and type of face-to-face contact among employees and between employees and clients. 5.7.3. Personal protective equipment (PPE). Identify personal protective equipment needs and procure necessary items. Attach in Annex 7 Infection Control. 5.7.4 Workplace cleaning. Develop a protocol for cleaning work areas (standard cleaning and if someone becomes ill at the worksite) and stockpile necessary supplies. Annex 7: Infection Control. 5.8 CLIENT COMMUNICATION 5.8.1 Client information dissemination plan. Establish a plan for communicating with clients and the general public. Identify modalities that will be used to disseminate information. Include responsibility for developing and finalizing communications and authorizing dissemination. Annex 5 Information Dissemination Plan 5.8.2 Client Stage 1-2 (Prepare) communication. Inform clients of the City of low a-City"s Pandemie Continuity of Operations Plan and how regular service may change during a pandemic. 5.8.3 Community. Communicate with local organizations about collaborating duringan influenza pandemic. ` n Pandemic Influensa Continuity of01mations Plan 6.1 ACTIVATION AND COMMAND 6.1.1 Activate Stage 3-5 (Respond). Follow protocol for activating a stage. Alert pandemic leaders and staff of change in pandemic status and activation of Stage 3-5 of the Pandemic Influenza Continuity of Operations Plan. Re -familiarize leaders and alternates of their duties. 6.1.2 Unified command. Regulate the need for setting up an Incident Command Post (ICP) and make contact with the Emergency Operations Center (EOC) at Johnson County. 6.1.3 Internal briefings. Disseminate regular briefings. 6.1.4 External briefings. Coordinate with city and local agencies to attend and/or receive important briefings. 6.1.5 Review continuity plan. Regularly review and update the pandemic continuity of operations protocol and procedures to ensure that new issues are addressed. f' f 6.2.1. Assess operations. Assess 1) the ability to provide regular services with available human and material resources; 2) increases and decreases in demand of existing services; and 3) the need for new or alternative services. Reference and update Annex 2: Essential Operations. 6.2.2 Reallocate resources. As needed reallocate resources to provide services that are essential, in high demand, and/or are new or alternative. See Annex 2: Essential Operations. 6.2.3 Essential operations. Suspend non -essential operations as human resources become limited and/or material resources (e.g. gasoline) must be rationed. See Annex 2: Essential-0perations. . ."l 6.3 JOB FUNCTIONS 6.3.1. Absenteeism. Identify absent employees and job functions. Report absences to leadership. Track when ill employees will be expected to return to work. 6.3.2. Reassign employees. Reassign personnel to essential or prioritized job functions. 6.3.3 Just -in -time training. Provide just -in -time training or refreshers to alternate staff taking over new job functions. 6.4 PANDEMIC POLICIES 6.4.1. Employee policies. Activate applicable policies per procedure (i.e. employee leave, flexible work schedules, travel, health care, management of ill employees). Notify staff of policy changes and provide with necessary claim forms. Reference Annex 3: Pandemic Policies and Annex 5: Information Dissemination Plan Pandemielnfluenza Continuity of Operations Plan 6.5. COMMUNICATION 6.5.1 Inform employees. Provide regular (e.g. daily, weekly, bi-weekly) updates to staff on pandemic status and any applicable policy changes, infection control measures, job reassignments, illness reporting etc. that apply during the stage. Utilize Annex 5: Information Dissemination Plan. 6.5.2 Inform product and service vendors. Inform suppliers and service vendors of change in Stage and any changes in supply/service needs. 6.5.3 Inform clients. Inform clients of any changes to services or products. Utilize Annex 5: Information Dissemination Plan. 6.5.4 Communication system. Activate and ensure that communication systems (e.g. telecommuting, facsimile services, radio, internet) are in working order. 6.6.1. Infection control information. Disseminate information to staff on how to prevent infection at home and at work (e.g. hygiene measures, social distancing). Utilize Annex 5: Information Dissemination Plan and Annex 6: Informational Materials. 6.6.2 Infection control products. Ensure that supplies of hygiene products (e.g. soap and/or hand sanitizer, hand towels) are available. See Annex 7: Infection Control. 6.6.3 Personal Protective Equipment (PPE). Follow Johnson County Department of Public Health guidance for city agencies regarding PPE use. Employees that routinely use PPE to perform their everyday job should continue to do so until notified otherwise. See Annex 7: Infection Control. 6.6.4. Social distancing. Follow Johnson County Department of Public Health recommendations regarding activation of social distancing strategies. See Annex 7: Infection Control, 6.6.5 Workplace cleaning. Arrange for appropriate office sanitation and immediate sanitation of work stations where staff report illness. See Annex 7: Infection Control. 6.6.6 Illness notification. Notify employees who they must inform if they become ill. 6.6.7 Illness reporting protocol. Follow the protocol for managing staff who become ill at work. Keep records of affected staff. See Annex 4: Management of Ill Employees. 6.6.8 Return to work. Activate process for employees who have been ill to return to work. Pandemic In{luenra Continuity ofOhercaions Plan 10 7.1 ACTIVATION 7.1.1 Activate Stage 6 (Recovery). Follow protocol for activating Stage 6 (Recovery). Alert leaders and staff to change in pandemic status and return to operations as normal. 7.2 OPERATIONS 7.2.1. Assess operations. Assess the impact of the pandemic on the City of Iowa City's operations, personnel, clients, partners, and vendors. 7.2.1. Normal operations. Manage the return to routine operations as able based on human and material resources. 7.2.3. Community recovery. Identify community recovery needs and provide assistance. 7.3 PROCESS ASSESSMENT 7.3.1. Conduct evaluation. Conduct an internal review of the City of Iowa City's pandemic response. Participate in the City and County evaluation. 7.3.2. Update plans. Update the Pandemic Influenza Continuity of Operations Plan and other emergency response plans as appropriate. 7.4. COMMUNICATION 7.4.1 Employee communication. Notify employees about change in pandemic status, return to business as usual and any applicable policy changes. Utilize Annex 5: Information Dissemination Plan. 7.4.2. Product and service vendor communication. Notify product and service vendors of return to operations as usual. Utilize Annex 5: Information Dissemination Plan. 7.4.3. Client communication. Notify clients and the general public of resumption of services. Utilize Annex 5: Information Dissemination Plan. Pandemic Influenza Continuity of Operations Plan 1. Authority and Procedures 2. Essential Operations 3. Pandemic Policies 4. Management of Ill Employees 5. Information Dissemination Plan 6. Informational Materials 7. Infection Control Pandemic Influenza Continuity of Operations Plan, Annex A-1 The following sections outline the authority and procedures for activating and implementing the Pandemic Influenza Continuity of Operations Plan: LEADERSHIP SUCCESSION During an influenza pandemic, management of the City of Iowa City is delegated to the following persons in the order of succession shown below: I. City Manager 2. Assistant City Manager 3. Public Works Director 4. Finance Director If a designated individual is unavailable, authority will pass to the next individual on the list. "Unavailable" is defined as: The designated person is incapable of carrying out the assigned duties by reason of death, disability, or distance from/response time to the operations facility. The designated person is unable to be contacted. The designated person has already been assigned to other emergency activities. The designated individual retains all assigned obligations, duties, and responsibilities until officially relieved by an individual higher on the list of succession. DELEGATION OF AUTHORITY To ensure that City of Iowa City staff identified in the leadership succession are aware of their responsibilities and are appropriately authorized to execute functions assigned to them, explicit emergency authority has been pre -delegated. In the event of a disaster or emergency, and the City of Iowa City Director is unavailable (as defined above), alternate personnel are authorized to perform, the following functions: • All operational tasks normally performed by the Director. • Expenditure approval consistent with established City of Iowa City procedure. • Policy level authority and decision making The Johnson County Department of Public Health will alert city agencies of the emergence of a pandemic influenza strain internationally and locally. Updates on the spread of the virus in Iowa City (a few local cases, clusters of cases, and widespread infection) will be made regularly. The City of Iowa City director or their appointee or successor activates the Pandemic Influenza Continuity of Operations Plan and the ICP when it is necessary to manage and coordinate a response. This decision will be made in consultation with key City personnel and city partner leaders. Pandemic lnf uenir Continuin) of Operations Plan, Annex A-2 This plan recognizes the Iowa Pandemic Period Progression. The progressions are part of Phase 6 (increased and sustained transmission in general public) of the World Health Organization's Pandemic Periods. The progressions are as follows: • Trigger 1—pandemic strain is circulating throughout the world but is not yet in the US. • Trigger 2—Pandemic strain is circulating in the US but not yet in Iowa (or within 300 miles of Iowa City). • Trigger 3—Pandemic Strain is circulating in Iowa (or within 300 miles of Iowa City). The following activities, which correspond to the various trigger levels, provide a framework for decisions that maybe appropriate at those levels: Trigger 1 (infection outside US) • City Director communicates to general public and employees, identifies threat level and actions; issues updates and revisions as needed to maintain a level of security for all • Response plan review by all city departments and divisions; employees familiarize themselves with threat levels and essential mission activities; leadership sets up incident command post (ICP) • Communications with vendors and suppliers • Normal governmental operations continue • On -going communications with JCPH to monitor spread of disease; gather information and guidance from additional sources such World Health Organization and the Center for Disease Control • Disseminate information (re -issue literature) to employees concerning infection control, proper hygiene, and infection control products • Implement restroom sanitation protocol • Conduct meetings electronically whenever possibly, yet maintain the integrity of Iowa's open meeting law • Restrict business travel to inter -city and in -state essential • Human Resources educates (re -issues directives) on continuity of operations and pandemic operations protocol (sick leave, working from home, calling in sick, sending home, return to work, etc.) • ITS launches inteaet and internet sites dedicated to pandemic and issues reminders of existing sites offering pandemic information ;,,- Trigger 2 (infection within US) • City director communicates with the general public and employees, identifics'thr 4t level and actions • Normal business operations continue with greater emphasis on core essential functions • Employees prepare worksites for possible essential function activities • Evaluate all business travel; consider suspension of in -state travel • Implement policy to reduce face-to-face contact among employees • Conduct meetings via telephone conference call • Close or reduce use of employee break room for meals • Cancel group meetings; conduct city council and other city committee meetings (via computer or conference calls) consistent with state law • Implement human resources leave policies • Begin social distancing protocol with clients and fellow employees • Review leadership succession plan and advise all managers to review critical work in progress with at least 3 levels of successors • Begin process of email reports to management on status of influenza in world/US • Limit customer face-to-face contact Pandenaicblfluenza Continuity gl0perations Plan, Annex A-3 • Use computers or conference calls for meetings • Do business via email or telephone • Post prominent signs at facility entrances advising visitors not to enter if they have influenza symptoms • Place hand sanitizers station at elevator foyers and other locations of shared contact • Ensure that employees have adequate supplies of tissue, hand sanitizer gel, and disinfectant wipes at their work station • Ensure a generous supply of surgical and/or N95 masks for employees who become sick at work • Implement work station and restroom sanitation protocol Trigger 3 (infection within Iowa and employee absenteeism of 10%) • City director communicates with public and employees, identifies threat level and actions; continuous updates on status of city services • Suspend non -essential services in light of employee absentee rate and social distancing directives from JCPH • Limit non -essential intra city business travel • Distribute personal protective equipment to employees; practice social distancing in all person -to - person interactions Pandenvie Influenza Conihmit}, of Operations PJnn, Annex A-4 Each Division has reviewed its operations and determined which services would continue to be provided if staffing levels fell to 50%. The information below details the City of Iowa City's: 1) essential operations; 2) services that may be suspended; and 3) regulatory requirements. ESSENTIAL OPERATIONS - ACCOUNTING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Accounts Payable Payroll Accounts Receivable Landfill billing P-Cards Sales Tax Check runs The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Refund check requests Manage Escrow Deposits Grant reauests and drawdowns Reconciliation of various accounts =; Housing Authority financials i •o REGULATORY REQUIREMENTS - ACCOUNTING The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Payroll Tax Payments (bi-weekly) Sales Tax (monthly) DNR and DOT Reports (quarterly) W-2s, 1099s, Audit and CAFR (annually) Pandenvic Influenza Continuif�V gf Operations Plan, Annex A-5 ESSENTIAL OPERATIONS - AIRPORT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Maintain runways and grounds REGULATORY REQUIREMENTS - AIRPORT The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Runway inspections and grounds maintenance. Prmddenaic hifluenxta Continuity nfOPerations Plan, Annex- A-6 ESSENTIAL OPERATIONS - CABLE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Provide emergency information to public REGULATORY The following regulatory requirements may be difficult to fulfill during a pandemic: Operation of Channels 4 and 5. Pandemic Influenza Continuity otOperations Plan, Apnea- A-7 ESSENTIAL OPERATIONS - CEMETERY The following operations are deemed essential for the City of Iowa City to maintain critical operations. Interments and disinterments Sale of cemetery lots/spaces Preventative maintenance and small repairs to equipment Snow and ice removal [01:1 _ RI 21411119: 1 The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Movine/trimming Planting and maintenance of trees shrubs and flowers Grounds cleanup Respond to genealogy requests Fill/repair sunken rf ayes Reset and straighten monuments Minor maintenance of grounds and buildings REGULATORY REQUIREMENTS - CEMETERY The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Snow and ice removal within 24 hours Interments Pandemic bzfluenza ContznuUy QfOperations Plan, Annex A-8 ESSENTIAL OPERATIONS - CITY ATTORNEY'S OFFICE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Legal external deadlines OPERATIONS THAT CAN BE SUSPENDED - CITY ATTORNEY'S OFFICE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Board and Commission meetings Prosecuting simple misdemeanors Drafting various Council measures REGULATORY REQUIREMENTS - CITY ATTORNEY'S OFFICE The following activities have regulatory requirements that may be difficult to fall ill during a pandemic: None r V e- Pandende Influenza Continuity of Operations Plan, Annex A-9 ESSENTIAL OPERATIONS - CITY CLERK The following operations are deemed essential for the City of Iowa City to maintain critical operations. Council related activities Filing Applications City Election Services OPERATIONS THAT CAN BE SUSPENDED - CITY CLERK The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: General licensing Record keeper of abstracts, deeds and airport Police Citizens Review Board Youth Advisory Commission REGULATORY The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Council related activities Filing applications Support Staff (Police Citizens Review Board and Youth Advisory Commission) General licensing City Election services Other activities as set by State Law and City Charter Pandende Influenza Conthwity of Operations Plan, Annex A-10 ESSENTIAL OPERATIONS - CITY COUNCIL The following operations are deemed essential for the City of Iowa City to maintain critical operations. Pass ordinances Pass resolutions Issue GO bonds Certify budgets *"Note: There must be 4 Council members present to have a quorum. Councilors may participate by speaker phone if needed. REGULATORY REQUIREMENTS - CITY COUNCIL The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: None Pandenelc Influenza Continuity of Operations Plan, Annex A-11 ESSENTIAL OPERATIONS - CITY MANAGER'S OFFICE The following operations are deemed essential for the City of Iowa City to maintain critical operations. CEO responsibilities Budget administration OPERATIONS THAT CAN BE SUSPENDED - CITY MANAGER'S OFFICE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Public Use Permits Routine meetings, consultations and support services REGULATORY REQUIREMENTS - CITY MANAGER'S OFFICE The following regulatory requirements may be difficult to fulfill during a pandemic: None Pand(' eic Influenza Continuity of Operations Plan, Annex A-12 ESSENTIAL OPERATIONS - DOCUMENT SERVICES The following operations are deemed essential for the City of Iowa City to maintain critical operations. Preparation and submittal of media releases Preparation and posting of content to City's website OPERATIONS THAT CAN BE SUSPENDED - DOCUMENT SERVICES The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Document Preparation REGULATORY REQUIREMENTS - DOCUMENT SERVICES The following regulatory requirements may be difficult to fulfill during a pandemic: State and federal mandated reports and budgets. Pandenzia Influenza Continuity of Operations Plan, tlnnes A-13 ESSENTIAL OPERATIONS - ENGINEERING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Management of Right of Way (ROW) Inspection of Capital and Development projects Technical support to other City divisions Mapping OPERATIONS THAT CAN BE SUSPENDED - ENGINEERING The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Capital Protect Plan preparation Review of Development Plans Maintaining design standards, construction specifications REGULATORY REQUIREMENTS - ENGINEERING The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza ContinuNy of ©perznions Plan, Annex A-14 ESSENTIAL OPERATIONS - EQUIPMENT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Fueling City and County vehicles Repair of City vehicles OPERATIONS THAT CAN BE SUSPENDED - EQUIPMENT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Purchase and disposal of vehicles REGULATORY REQUIREMENTS - EQUIPMENT The following regulatory requirements may be difficult to fulfill during a pandemic: None w Pandemic InJluen-w Continuity ofOperzaionsPlan, Annex A-15 ESSENTIAL OPERATIONS - FIRE 'The following operations are deemed essential for the City of Iowa City to maintain critical operations. Structural firefighting Natural gas emergencies Hazardous Materials emergencies Life threatening EMS and rescue calls Administrative support functions OPERATIONS THAT CAN BE SUSPENDED - FIRE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Fire Code Enforcement/Insnections Public education activities Training evolutions Public assistance calls Low level EMS calls (non -life threatening) False alarms REGULATORY REQUIREMENTS - FIRE The following regulatory requirements may be difficult to fulfill during a pandemic: Code enforcement —licensing inspections EMS CEU's for recertification Pandemic Influenza Continuity, of Operations Plan, Amun A-16 ESSENTIAL OPERATIONS - HIS The following operations are deemed essential for the City of Iowa City to maintain critical operations. Utility service releases Dangerous/Hazardous buildings and conditions Maintain inspection program OPERATIONS THAT CAN BE SUSPENDED - HIS The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Nuisance and zoning code complaints Some specific inspections activities (construction site run-off, footings, temporary service, plan review, some rental licensing, etc.) REGULATORY REQUIREMENTS - HIS The following regulatory requirements may be difficult to fulfill during a pandemic: Construction site run-off Maintenance of back flow program Plan Review Pandemic Influenza Continurfi of Operations Plan, _Annex A-17 ESSENTIAL OPERATIONS - HUMAN RIGHTS The following operations are deemed essential for the City of Iowa City to maintain critical operations. Enforce Title 2 Investigate complaints OPERATIONS THAT CAN BE SUSPENDED - HUMAN RIGHTS The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Staff to Commission Process complaints REGULATORY REQUIREMENTS - HUMAN RIGHTS The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandenaie Influenza Confinuity of'Operations Plan, Annex A-18 ESSENTIAL OPERATIONS - LANDFILL The following operations are deemed essential for the City of Iowa City to maintain critical operations. Landfill operations OPERATIONS THAT CAN BE SUSPENDED - LANDFILL The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Recycling operations REGULATORY REQUIREMENTS - LANDFILL The following regulatory requirements maybe difficult to fulfill during a pandemic: None Pandemic Influenza Continuity of Operations Plan, Annex A-19 ESSENTIAL OPERATIONS - LIBRARY The following operations are deemed essential for the City of Iowa City to maintain critical operations. Circulation of materials Answer reference questions Provide public internet access Maintain systems operations Bill paving, payroll and mail Essential janitorial services OPERATIONS THAT CAN BE SUSPENDED - LIBRARY The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Outreach services and collections Collection development and cataloging Storvtimes and other library programs Volunteer program Meeting rooms Book End REGULATORY REQUIREMENTS - LIBRARY The following regulatory requirements may be difficult to fulfill during a pandemic: None "1 Pandemic In}lnenaa Continuity of Operations Plan, Annex A-20 The following operations are deemed essential for the City of Iowa City to maintain critical operations. Maintenance of parking facilities Enforcement of parking regulations Cashiering at parkin€. ramps O' PARKING The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Office and point of sale operations REGULATORY REQUIREMENTS - PARKING The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandenvc bvfluenza Continuity of Operations Plan, Annex A-21 ESSENTIAL OPERATIONS - PLANNING AND COMMUNITY DEVELOPMENT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Traffic engineering OPERATIONS THAT CAN BE SUSPENDED - PLANNING AND COMMUNITY DEVELOPMENT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Economic Development Neiehborhood Services Community Development Urban Planning Human Services Transportation planning Human Services Routine meetings, consultations and support services Administrative support functions REGULATORY REQUIREMENTS - PLANNING AND COMMUNITY DEVELOPMENT The following regulatory requirements may be difficult to fulfill during a pandemic: None ''0 Ptaidemic Influenza Conliuuirr ofOPerations Plan, annex A-22 ESSENTIAL OPERATIONS - PERSONNEL The following operations are deemed essential for the City of Iowa City to maintain critical operations. Personnel issues/contract interpretation Employee testing Advertise and hire city positions Employee orientation Payroll Flex COBRA FMLA and LWOP administration Iabor negotiations Grievance processing OPERATIONS THAT CAN BE SUSPENDED - PERSONNEL The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Special events Employee service awards Position classifications Exit interviews Wellness rooms Scanning REGULATORYiPERSONNEL The following regulatory requirements may be difficult to fulfill during a pandemic: FMLA Tracking CDL Testing Pandemic Influenza Continuity of Operations Plan, Annex A-23 ESSENTIAL OPERATIONS - POLICE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Communications (routine and 911 calls/dispatcb) Records Animal Services Public Safety Investigation of traffic incidents Preliminary criminal investigations. Property and Persons Criminal investigations. Property and Persons Budget administration Procurement OPERATIONS THAT CAN BE SUSPENDED - POLICE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Training/Accreditation Planning/research PR events Investigation of minor property damage crashes Investigation of private property crashes Vehicle impounds/private property Elective event security Some licensing renewal School crossing guards (dependent upon schools closing) REGULATORY REQUIREMENTS - POLICE The following regulatory requirements may be difficult to fulfill during a pandemic: Records IBR reporting Accreditation standards All non -essential and non -emergent enforcement/regulatory actions Panden is Influenza Continuity of Operations Plan, Annex A-24 ESSENTIAL OPERATIONS - PURCHASING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Mail functions Approve vouchers Types, posts and distributes purchase orders Procurement of goods and services OPERATIONS THAT CAN BE SUSPENDED - PURCHASING The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Staffing of the Information Desk REGULATORY REQUIREMENTS - PURCHASING The following regulatory requirements may be difficult to fulfill during a pandemic: Adherence to purchasing guidelines Pandemic LFflue nza Continuity of Operations Plan, Annex A-25 ESSENTIAL OPERATIONS - REVENUE The following operations are deemed essential for the City of Iowa City to maintain critical operations, Print and distribute payroll and AP checks Customer Service for utilities Utility billing Redeem investments Transfer Delta Dental payments OPERATIONS THAT CAN BE SUSPENDED - REVENUE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Cashiering Utility Collections Reconciling banking activity REGULATORY REQUIREMENTS - REVENUE The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Contlnuio, of Operations Plan, _ wwv A_26 ESSENTIAL OPERATIONS - RISK MANAGEMENT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Administration of Workers' Compensation and ProyertytCasualty insurance roams Procurement of insurance OPERATIONS THAT CAN BE SUSPENDED - RISK MANAGEMENT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Overseeing City safety programs REGULATORY REQUIREMENTS - RISK MANAGEMENT The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Cowinuity of Operations Plan, Annex A_27 ESSENTIAL OPERATIONS - SENIOR CENTER The following operations are deemed essential for the City of Iowa City to maintain critical operations. Facility management and maintenance Financial management of operations Information resource for seniors and their families via person -to -person interactions websites email and phone Provide onerational space for senior nutrition program, AARP Visiting Nurses Association and RSVP (dependent upon these organizations remaining open) OPERATIONS THAT CAN BE SUSPENDED - SENIOR CENTER The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Develop and implement classes, activity groups and special events Maintain fitness areas, computer lab, television production studio, and ceramics studio Provide opportunities for social engagement Develop and implement volunteer programs Venue for student training, education and employ Provide public space for use or rent Fundraising Management of membership and parking programs Offer legal, tax and insurance assistance REGULATORY REQUIREMENTS - SENIOR CENTER The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity of Operations Plan, Anne.- A-28 ESSENTIAL OPERATIONS - SOLID WASTE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Refuse collection OPERATIONS THAT CAN BE SUSPENDED - SOLID WASTE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City. Bulky collection Recycling operations Yard Waste collection REGULATORY REQUIREMENTS - SOLID WASTE The following regulatory requirements may be difficult to fulfill during a pandemic: IM Pandemic Influenza Continuity of'Operations Plan, Annea A_Zg ESSENTIAL OPERATIONS - STREETS The following operations are deemed essential for the City of Iowa City to maintain critical operations. Traffic signal maintenance Snow and ice control Debris removal Pavement patching OPERATIONS The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Pavement removal and repair Street sweeping, leaf removal and ditch cleanout Traffic marking Street lighting REGULATORY REQUIREMENTS - STREETS The following regulatory requirements may be difficult to falfill during a pandemic: None Pandemic Influenza Continuity of Operations Plan, Anne.: A-30 ESSENTIAL OPERATIONS - TRANSIT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Bus service OPERATIONS THAT CAN BE SUSPENDED - TRANSIT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: None REGULATORY REQUIREMENTS - TRANSIT The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic bafduenza Continuity of Operations Plan, Annex A-31 ESSENTIAL OPERATIONS - WASTEWATER The following operations are deemed essential for the City of Iowa City to maintain critical operations. Wastewater collection and treatment OPERATIONS THAT CAN BE SUSPENDED - WASTEWATER The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: None REGULATORY REQUIREMENTS - WASTEWATER The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity gf0peratitms Plats, Annex A-32 ESSENTIAL OPERATIONS - WATER The following operations are deemed essential for the City of Iowa City to maintain critical operations. Sampling/lab analysis Monitor and control distribution system Collect data for MOR Customer service/call center Facility maintenance Regulatory agency coordination Public information coordination Maintenance of mains, fire hydrants and valves Repair water main breaks Utilitv locates for water and fiber OPERATIONS THAT CAN BE SUSPENDEM - WATER The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Project management Grounds maintenance Water main replacement Mapping and inspection Installing new water mains Meter reading and investi ag ting Water service taps New meter installations Billing pertaining to Water Division work REGULATORY REQUIREMENTS - WATER The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity gfOjzeratiorvs Plrne, Annec A-33 The following policies will be activated as part of the Pandemic Influenza Continuity of Operations Plan: 1. Employee Leave - a. Remind City employees re: importance of retaining accruals b. City policies as they current exist • LWOP —can it be extended for family illness? • FLMA— will federal guidelines change re: treatable condition? Can application be looked at on case -by -case basis? • Sick bank — can it be extended for family illness too? c. Determine "critical services" as per division/department • Can employees be "shared" depending on skill -set and/or need of operation? • Determine criteria for mandatory building openings and staffing 2. Flexible Work - a. Goal is to provide at least minimal services (division/dept. to determine critical services) b. ITS has developed the infrastructure for off -site work/access (internet and phone) c. Division/dept. may stagger work hours and/or days in order to cover needed services d. Re -assignment of employees may be needed between Division/dept. e. Because of re -assigned employees, work space may need to be shared 3. Health Care - a. Current City -held plan policy includes a deductible of $100 and the first two days per person per admission; a coinsurance payment of 10%; a maximum out-of-pocket of $500 per contract. Contact Human Resources for more detailed information and a copy of the Coverage Manual. b. EAP available on as -needed basis for employees and family members c. (Re-) Education of employees is needed on preventative measures, City policies as they stand, and the City's Pandemic plan 4. Travel Policies - a. If/when necessary, all travel would be suspended by City Manager and/or Department Head(s) b. Look at building "safe travel" policy/procedures, i.e. how to protect oneself, what to do if emergency situation occurs when you have traveled to, etc. c. As it is available use teleconferencing instead of traveling Pandemic Influenza Continuity of Operation Plon, Annex A-34 RESTRICT WORKPLACE ENTRY OF PEOPLE WITH INFLUENZA SYMPTOMS During an influenza pandemic an effective way to limit the spread of disease is to ask infected individuals to remain home. During Stage 3-5 (Respond) the City of Iowa City will: 1. Notify employees they should not come to work if they are unwell, particularly if they are exhibiting any influenza symptoms. 2. Post notices at all workplace/facility entry points advising staff and visitors not to enter if they have influenza symptoms. 3. Advise employees to call their Department/Division if they become ill at home or work. 4. Provide Department/Division staff with protocol for employees who become ill (attached). 5. Ensure that ill employees have completed the required isolation period (guidance to be provided by the Johnson County Department of Public Health) and are healthy and no longer infectious before allowing them to return to work. Note that staff who have recovered from the pandemic influenza are less likely to be re -infected and should be encouraged to return to work. PROTOCOL FOR EMPLOYEES WHO BECOME ILL Advise employees that if a person feels ill, or if someone observes that another person is exhibiting symptoms of influenza at work, they are to contact Divisional staff by telephone if possible. Duties of Divisional staff: 1. Speak with the individual by phone. 2. Check if the employee has any influenza symptoms. (The Johnson County Health Department will provide a list of symptoms). • If the employee does not have any symptoms they are unlikely to have influenza and should be reassured and advised to call again later or to see their doctor if they are still concerned. • If the employee has influenza symptoms they should be treated as a "suspect influenza case." 3. Complete a Suspect Influenza Case Form (attached), and forward to Human Resources, 4. If the employee is at work provide them with a surgical mask and instruct them to pucihe mask on immediately. (This is to help protect other staff.). • Instruct employee to leave work. If possible, public transportation should be avoided. If public transportation is unavoidable, instruct the employee to keep the mask on and cwgh or sneeze into a tissue while traveling. 5. Advise the employee to contact a health professional. This may involve phoning the:person's normal doctor or a specially designated center to seek advice. 6. Advise the employee on how long to stay away from work (the Johnson County Depda4-ment of Public Health will provide isolation guidance). 7. Have the employee's work station cleaned and disinfected as indicated in Annex 7: Workplace Cleaning. 8. The Johnson County Health Department may ask employers to 1) identify contacts (once an employee is suspected to be infected); 2) advise contacts that they have been in contact with a person suspected of having influenza; and/or 3) ask contacts to go home, and stay home until advised otherwise. (the Johnson County Department of Public Health will provide isolation guidance). 9. Advise supervisor of employee absence and need for cover. 10. Check on the employee during his/her absence from work. 11. Encourage employees to return to work once they have recovered. Pandemic Influenza Continuity of Operations Plan, AnnaA A-35 12. Have masks, tissues, and hand sanitizes available for use by all employees (placed on desks, by telephones, in rest rooms, etc.). ;, Pandemic Influenza Continuity ofOperevions Plan. Annex A-36 SUSPECT INFLUENZA CASE FORM FOR MANAGEMENT OF STAFF WHO BECOME ILL AT WORK Details ofaffected employee Name: Date: ❑ Visitor Date of Birth: ❑ Employee Job Title: Worksite: Location of Isolation: Address: Telephone no: (Work) (Home) (Other) Symptoms noticed: ❑ Fever Time of fever on -set: ❑ Headache ❑ Dry cough Date and Time of on -set: ❑ Cold ❑ Body aches Date expected to return to work: ❑ Fatigue ❑ Other: Symptoms and isolation periods will be updated by the Johnson County Health Department as information becomes available following the emergence of a pandemic influenza virus strain. Where referred: Notes: veraus of xeporter Name: Job title: Telephone no.: (Work) (Home) (Other) List on possible contagious contacts with phone numbers: Pandemic hgfluensa Continuity of Operations Plan, Annex A_37 Throughout Stages 1-6 the City of Iowa City will need to provide accurate and up-to-date information to key audiences. The information dissemination plan describes who will develop and authorize content, audiences, messages, and the information dissemination strategy. RESPONSIBILITY AND AUTHORITY Content Development The following individuals and alternates will be responsible for creating and/or coordinating the development of content for communicating with employees, clients, the general public, suppliers and service vendors, and partners. Title Section/Unit Contact Information Primary/ Alternate Supervisor Document Services 356-5061 Prim ary Public Information Coordinator Public Works 356-5164 Alternate Approves Content The following individuals and alternates will be responsible for authorizing the content and information dissemination strategy. Title Section/Unit Contact Information Primary/ Alternate City Manager Administrative 356-5010 Primary Assistant City Manager Administrative 356-5013 Alternate Public Works Director Public Works 356-5141 Alternate Finance Director Finance 356-5053 Alternate AUDIENCES ,.,,, The City of Iowa City will be responsible for providing information to the following audiences: V • Employees - Phone trees for each department have been gathered. it is the responsibility of each Departmental Director to disseminate information throughout their divisions. • City partners • Product and service vendors • Clients/general public COMMUNICATION MESSAGES The City of Iowa City will provide ongoing information and guidance to the above audiences- employees, customers/clients/general public, and product and service vendors- throughout each stage. Important communication messages include: Pandemic Influenza Contir tity of Operations Plan, Annex A-38 Stage 1-2 (Prepare) • General avian/pandemic influenza information • Components of the City of Iowa City's pandemic influenza continuity of operations plan • Infection control preparations made by the City of Iowa City • How to develop a personal/family disaster kit • Where to get information during an emergency (e.g. website, telephone information line) Stage 3-5 (Respond) • Activation of Stage 3-5 • Updates on the status of the pandemic • Policy changes • Infection measures to be utilized at work • Illness reporting • Job reassignments • Vendor product/supply needs • Services available to the public Stage 6 (Recover) • Activation of Stage 6 • Updates on the status of the pandemic • Job reassignments • Policy changes MODES OF DISSEMINATION Information will be disseminated to audiences throughout each stage using the modes of communication described below. Multiple strategies will be used to create redundancy and ensure that intended recipients receive messages. • Telephone Systems. External public information line, mass voice mail message, call -down tree • Electronic Systems*. Mass e-mail message, website posting, intranet posting. • In person. Meeting, presentation, training • Media- TV, Radio, Newspaper. Press releases, press conferences 4"J Pandemic Influenza Continuity oj0pei ations Plan, Annex A-39 Additional resources regarding an influenza pandemic can be found at: I. Pandemic Influenza: Frequently Asked Questions www.flu.gov www.cdc.gov/14INIflu 2. Pandemic Influenza: City of Iowa City Preparedness www.icgov.org 3. Pandemic Influenza Infection Control Strategies for Work & Home www, idph. state.ia.uslh 1 nl www.ready.gov www.johnson-county.com Pandeniic Influenza Continrrii.y of Operations Plan, Annet A-40 Safeguarding the health of city employees, customers, vendors, and the public during an influenza pandemic is a key objective for the City of Iowa City. A variety of infection control measures, including heightened hygiene practices, social distancing, and infection control equipment may be utilized to slow the spread of disease. HYGIENE Employees will be educated and reminded of hygiene measures that help to limit the spread of disease. These include: • Use respiratory etiquette (e.g. covering cough or sneeze with a tissue or cloth). • Properly clean hands with soap and water or hand sanitizer regularly. • Avoid direct skin to skin contact with others, such as hand shaking hands. Substitute hand shaking with alternatives like waving, smiling, nodding, and bowing. • Keep work areas and home clean and disinfected. • Stay home when ill and do not send ill children to school or day care. • Masks and Nitrile gloves will be made available to City employees. Informational materials are provided in Annex 6. Informational Materials and can be distributed following the procedures in Annex 5, Information Dissemination Plan. The following hygiene measures will be taken to reduce the spread of disease: • Hand washing instructions will be posted in shared washrooms. • Cover Your Cough reminders will be posted in waiting rooms and common areas. • Magazines/papers will be removed from waiting rooms and common areas. • Hand sanitizer will be available in waiting rooms and common areas. • Tissues and trash cans will be available in waiting rooms and common areas. SOCIAL DISTANCING The City of Iowa City has the ability to utilize the following social distancing strategic (to reduce close contact among individuals: Telecommuting. Critical and/or necessary services and the ability or option for telecommutill will be determined by each department/division. ITS will build infrastructure that will allow/facilitate telecommuting. Teleconferences. Teleconferences can be held at City Hall, and will be done when appropriate. Staggering work shifts. Critical and/or necessary service, as identified by each department/division, will help dictate: 1. the number of employees who do not need to perform their work during the same time of the day and can be spread out in the 24 hours period (to be determined by each department/division), and 2. the number of employees who can work an extended number of hours in fewer days (to be determined by each department/division). Pandemic Influenza Continuitv of Operations Plan, Annex A-41 Face-to-face barriers. At present ICPD is the only department with an existing barrier that prevents direct contact with public. Each department/division will determine their ability to provide their services via telephone, internet or mail, and will re -organize their internal structure appropriately. Employees who must have regular face-to-face contact with the public will be trained to minimize possibility of contagion and will be provided with masks, hand sanitizer and Nitrile gloves towards that goal. In effort to protect employees and public entering buildings the City will investigate possibility of requiring everyone who enters a building to don masks and/or Nitrile gloves. City will look into feasibility of putting "sneeze guards" (minimal barriers) in place at public service desks/windows. WORKPLACE CLEANING Building Maintenance personnel will be responsible for ensuring they have an adequate quantity of cleaning and disinfecting supplies. Staff will be educated regarding cleaning and disinfecting workplace areas. This includes: • Read and follow all labels and directions. • Use the recommended personal protective equipment (PPE). • Mix properly if using a diluted solution. • Review any "contact times" as these are important for proper disinfection. • Disinfect phones, workstation area and counter top space. • Disinfect keyboards, mouse and pad (may need a disinfectant that is designed for office equipment, check with ITS). • Disinfect office chairs. • Use alcohol based cleaner in between washing with soap and water. • Use sanitizing wipes on non -porous surfaces. !' J Pandemic Influenza Continuity gfOherations Plan. Annex A-42 REDLINE VERSION Red highlights are deletions Green highlights are additions INFECTIOUS DISEASE CONTROL Date of Issue General Order Number MAY 08, 1992 1 92-01 Effective Date Section Code December 21, 2020 ADM-05 Reevaluation Date Amends / Cancels December 2023 C.A.L.E.A. Reference INDEX AS: Acquired Immune Deficiency Syndrome (AIDS) Hepatitis B Virus (HBV) Human Immunodeficiency Virus (HIV) Infectious Disease Infectious Disease Exposure �j PURPOSE: The purpose of this directive is to establish uniform guidelines for the handling of situations which pose an infectious disease exposure risk to humans, and specifically to police officers. This order consists of the following numbered sections: I. Introduction ll. Policy III. Definitions _ IV. Procedure V. Personal Protective Equipment 7 VI. Disinfection, Decontamination, and Disposal 7 VII. Handling of Persons and Employee Conduct VIII. Employee Management ADM-05.2 I. INTRODUCTION The Hepatitis A/B Viruses (HAV / HBV) have long been recognized as being capable of causing illness and/or death. Similarly, Human Immunodeficiency Virus (HIV), also referred to as Acquired Immune Deficiency Syndrome (AIDS), is known to cause the same effect on the human body. Research has demonstrated that when proper barrier techniques are utilized, transmission of HBV and HIV can be prevented. Since law enforcement officers work in environments that provide inherently unpredictable risks of exposure, general infection -control procedures must be adapted to the work situations. Personal protection measures must be exercised in all situations that have a likelihood of exposure to infectious diseases. 11. POLICY It is the policy of the Police Department to provide methods and equipment sufficient to protect its employees from exposure to infectious diseases that cause or are likely to cause death or serious physical harm. The Department shall maintain a safe working environment for all employees. Adequate training, personal protective equipment, medical precautions, and records shall be available to all emr)lovees. III. DEFINITIONS OSHA Rule 29 CFR 1910-1030; Exposure Control Plan for Bloodboorne }Pathogens Term Definition y, Blood Human blood, human blood components anif products made from human blood. ' Bloodborne Pathogens Pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, Hepatitis B Virus (HBV) and Human Immunodeficiency Virus (HIV). Body Fluids Fluids that have been recognized by CDC as directly linked to the transmission of HIV and/or HAV / HBV and/or to which universal precautions apply; blood, semen, blood products, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, peritoneal fluid, pericardial fluid, amniotic fluid, and concentrated HIV or HAV / HBV viruses. Contaminated The presence or the reasonably anticipated presence of blood or other potentially infectious materials on an item or surface. Contaminated Laundry Laundry which is wet with blood or other potentially infectious materials and presents a reasonable likelihood of soakthrough or leakage from the bag or container; laundry which may contain sharps. ADM-05.3 Contaminated Sharps Any contaminated object that can penetrate the skin including, but not limited to, needles, scalpels, broken glass, broken capillary tubes, and exposed ends of dental wires. Decontamination The use of physical or chemical means to remove, inactivate, or destroy bloodborne pathogens on a surface or item. Disinfect To inactivate virtually all recognized pathogenic microorganisms, but not necessarily all microbial forms (e.g., bacterial endospores) on inanimate objects. Engineering Controls Controls that isolate or remove the hazard from the workplace. Exposure Incident A specific eye, mouth, other mucous membrane, non - intact skin, or parenteral contact with blood or other potentially infectious materials that results from the performance of an employee's duties. Occupational Exposure Reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee's duties. This definition excludes incidental exposure that may take place on the job, and that are neither reasonably nor routinely expected and that the worker is not required to incur in the normal course of employment. Other Potentially Infectious Materials (1) The following body fluids: Semen' vaginal secretions, cerebrospinal fluid, synovial flog, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, and anybody fluid that is visibly contaminated with blood; (2) Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and (3) HIV - or HAV / HBV - containing cell or tissue cultures, organ cultures, and culture medium or other solutions; and blood, organs or other tissues from experimental animals infected with HIV or HAV / HBV. Parenteral Piercing mucous membranes or the skin barrier through needlesticks, human bites, cuts, abrasions, etc. ADM-05.4 IV Personal Protective Equipment (PPE) Specialized clothing or equipment worn by an employee for protection against a hazard. Source Individual Any individual, living or dead, whose blood, body fluids, tissues, or organs may be a source of exposure to the employee. Examples include, but are not limited to, hospital and clinic patients; clients in institutions for the mentally retarded; trauma victims; clients of drug and alcohol treatment facilities; residents of hospices and nursing homes; human remains prior to embalming; and individuals who donate or sell blood or blood components. Sterilize The use of a physical or chemical procedure to destroy all microbial life, including highly resistant bacterial endospores. Universal Precautions The term "universal precautions" refers to a system of infectious disease control which assumes that every direct contact with body fluids is infectious and requires every employee exposed to direct contact with body fluids to be protected as though such body fluids were HAV / HBV or HIV infected. Therefore, universal precautions are intended to prevent health care workers from parenteral, mucous membrane and non - intact skin exposure to bloodbome pathogens. Work Practice Controls Controls that reduce the likelihood of exposure by altering the manner in which a task is performed. PROCEDURE A. Modes and Risk of Infectious Disease Transmission Hepatitis A/B Viruses (HAV / HBV) and Human Immunodeficiency Virus (HIV) are considered infectious diseases by all health and medical resources. Both have been transmitted in occupational settings only by contact with open wounds, chapped or weeping skin, .or mucous membranes to blood, blood -contaminated body fluids -or concentrated virus. There is no evidence that HBV or HIV is spread -through the air, through food, or through routine, casual contact. I ADM-05.5 Although blood is the single most important source of HIV and HAV / HBV, police officers are often in adverse situations that make differentiation between body fluids difficult. For example, poor lighting may limit the ability to distinguish blood from other body fluids. Therefore, all body fluids shall Additionally, all persons should be assumed to be infectious with HIV and/or HBV. The risk of exposure to infectious diseases can be minimized by the use of personal protection devices when circumstances dictate. Protection can be achieved through the use of equipment such as gloves, masks, and special clothing designed to provide a barrier between the employee and a risk source. The use of such equipment is often referred to as universal precautions. Police officers must always be aware of potential exposure risk situations and do as much as possible to reduce the risk. 1. Cardiopulmonary Resuscitation (CPR) Police personnel should be concerned with the possible HIV and HAV / HBV exposure through CPR administration. Therefore, gloves and a protective resuscitation mask ("pocket mask") with a one-way valve must always be used when administering CPR. After such a situation is completed, personnel and equipment must be cleaned. 2. Fights and Assaults Fights and assaults can place an officer in a situation for potential exposure from a wide range of causes such as human bites and attacks with sharp objects. Such instances may occur during arrest, routine interrogations, domestic disputes, and booking operations. Hands on contact may result in the presence of body fluids and thus a chance of exposure. Extreme caution must be used in dealing with a suspect or prisoner with assaultive or combative behavior. When blood is present and a suspect displays combative or threatening behavior, an officer must attempt to put on gloves as soon as conditions permit. Should the clothing of an officer become exposed, it should be -changed as soon as possible. Suspects and prisoners may spit or throw body fluids ontq an officer during street contact or booking procedures. Any fluids or materials should be removed with a disposable towel after donning gloves, and the area then decontaminated with appropriate cleaning materials. Following clean-up, soiled towels and gloves should be disposed of in a proper manner. 3. Human Bites Should an employee be bitten by anyone, the employee shall clean the wound with soap and water as soon as possible. The employee shall report the bite to a supervisor and obtain routine medical attention as soon as possible to prevent infection. Appropriate documentation of the incident must be completed, and should include employee injury reports for permanent retention in the employee's personnel file. 4. Searches and Evidence Handling During searches and evidence handling, exposure to HIV and HAV / HBV may be possible. Injuries such as puncture wounds, needle sticks, or cuts pose a hazard during evidence handling and during searches of persons, vehicles, and places. The following precautions can help reduce the risk of infection during search situations: a) Caution must be used when searching prisoner/suspects' clothing. Discretion should be used to determine if an employee should search a prisoner/suspect's clothing or if the prisoner/suspect should empty his or her own pockets. b) A safe distance should always be maintained between an officer and a suspect. c) An employee should wear protective gloves if exposure to body fluids is likely to be encountered. d) If cotton gloves are to be worn for evidence handling, they should be worn over protective, disposable gloves when exposure to body fluids may occur. e) A flashlight should be used when searching areas` in which the available light does not permit adequate"vision:-' f) Containers such as purses and bags should be 'searched by turning the container up -side -down to empty the contents. Small compartments must not be searched by the finger or hand -probe method. g) Puncture -proof containers should be used to store any sharp objects that may be contaminated with body fluids. h) Caution must be used when staples are used to seal evidence so as not to tear gloves or puncture skin. ADM-05.7 i) Wet or damp items of evidence should be air-dried prior to placement in any air -tight containers. j) When practical and appropriate, puncture resistant gloves should be worn anytime a search of a person, vehicle or place is conducted. All officers, and particularly those involved with identification and crime scene processing, must be alert for the presence of sharp objects such as hypodermic needles, knives, razors, broken glass, nails, or other sharp objects. Sharp objects should not be handled with unprotected, bare hands but rather by mechanical means, such as forceps or tongs. Contaminated evidence shall not be transported, handled, nor stored with or near any food items. An employee who has had contact with or has been near contaminated items must not smoke or consume food until after a thorough hand washing. 5. Deceased Persons and Body Removal Officers should wear gloves and cover all cuts and abrasions before touching a deceased person or removing a body. Precautions should also be used when handling amputated limbs or other body parts. Safeguards should be followed for contact with the blood of anyone, regardless of whether the person is known or suspected to be infected with HIV or HAV / HBV. 6. Autopsies r5 Protective masks and eyewear or face shields, laboratory coats, gloves, and waterproof aprons should be worn when attending an autopsy. All autopsy material should be considered infected with HIV and HAV / HBV. Should police equipment come in contact with body fluids or a contaminated surface, it must be thoroughly cleaned with appropriate chemical germicide. 7. Crashes With Injury When responding to a vehicular collision or other type of accident where injuries are present, protective gloves should be worn if body fluids are likely to be encountered. Additional protective equipment should be worn if body fluids are extensive. V. PERSONAL PROTECTIVE EQUIPMENT Appropriate personal protective equipment should be used at any time there is a risk of exposure. For many situations, the chance that an employee will be exposed to blood and other body fluids can be determined in advance. Therefore, if the chance of exposure to body fluids is high, the employee should put on protective equipment before dealing with the situation. Although several types of equipment are recommended for protection, those commonly used may not be all that is available. A. Gloves Gloves should be used in all situations in which exposure to body fluids could occur. Extra pairs of gloves should always be available in case of damage. Consideration in the choice of gloves should include dexterity, durability, fit, and the task being performed. Thus, there is no single type of thickness or glove style that is appropriate for all situations. Thin nitrile gloves may be the preference of patrol officers due to the ease of storage and transportation. These gloves may tear easily when used due to the thin design. Therefore, extra pairs should be available. In known hazardous situations, double -gloving is recommended. No gloves shall be used if they are peeling, cracked, discolored, punctured, torn, or have evidence of deterioration. Specially designed puncture -resistant gloves are issued to all officers and should be used whenever an officer is handling or searching an area where there is a chance of cuts or punctures occurring. Heavy, rubber -type gloves may be the preference in situations where the gloves can be easily obtained. This type of situation may occur during crime scene processing. These gloves may be reused if cleaned after each use with appropriate cleaning methods. Gloves should be carried by each patrol officer and be available for incidents where exposure could occur. Similarly, gloves should be available at the police station for use during booking procedures ar4d> prisoner handling. B. Masks. Evewear. and Gowns Masks, eyewear, and gowns shall be available in all patrol vehicles and at the police complex. These protective barriers should be used in conjunction with gloves when there is a situation where splashes of blood or other body fluids could occur. All protective equipment shall be made of materials that are fluid -proof or fluid -resistant and shall protect all areas of exposed skin. Should splashes or exposure occur when masks and gowns are not worn and clothing becomes contaminated, the clothing should be removed as soon as possible. Employees shall be permitted work time in which to change clothing. If at all possible, the clothing should be changed at the police station to avoid the contamination of an employee's residence. Contaminated clothing should be bagged for laundering. VI. DISINFECTION, DECONTAMINATION, AND DISPOSAL: A. Cleansing and Decontamination of Body Fluids Spills All spills and splashes of body fluids should be promptly cleaned using an approved germicide. Visible materials should first be removed with disposable towels or other appropriate means that will ensure against direct contact with body fluids. Gloves shall be worn during cleaning operations. Eye protection and additional protective clothing shall be worn if splashing is anticipated. Following any cleaning, employees shall wash hands and any other body surface that may have been contaminated during cleaning. The Department shall ensure that a supply of materials and germicides suitable for the cleaning of HIV and HAV / HBV contamination are available at all times. Cleaning equipment should be used in accordance with the manufacturers' recommendations. Plastic bags should be available for removal of contaminated items from a contaminated area. All contaminated items and cleaning equipment shall either be appropriately cleaned or disposed in a designated container at the police complex. 1. Hand Washing Hands and other skin surfaces should be washed immediately and thoroughly if exposed or contaminated with body fluids. Hands should always be washed after gloves are removed, even if the gloves appear to be intact. Hands, and any other exposed skin surface, should be washed with warm water and soap. Waterless antiseptic hand cleanser should be available to all officers for use when hand -washing facilities are not available. No food substances may be consumed following exposure to body fluids until after thorough hand washing has been completed. .a 2. Laundry Although contaminated clothing has a negligible risk of,, disease transmission, employees shall treat all contaminated laundry with full universal precautions. Clothing that has received spills or splashes shall be removed as quickly after the exposure as possible. If possible, the clothing removal should be done at the Police Department so as not to contaminate an employee's residence. All sworn officers shall have an additional full uniform available in their locker. Clothing which has been contaminated with body fluids may be bagged and transported for laundering at the expense of the department. Although normal laundry cycles and detergent used to the manufacturers' recommendations are satisfactory for the cleaning of contaminated clothing, no employee shall be required to launder contaminated clothing if he or she does not wish. The employee is responsible to ensure his or her supervisor is aware of ADM-05.10 the need for laundry service. The supervisor shall ensure arrangements are made for the laundry service of the contaminated clothing. 3. Decontamination and Cleaning of Protective Equipment Reusable protective equipment and interiors of police vehicles contaminated with body fluids shall be cleaned as soon as possible after exposure. If equipment is contaminated at locations other than the police station, the equipment should be transported to the Police Department in bags. Cleaning germicides shall be available at the Police Department and should be used in accordance with the manufacturers' recommendations. Employees involved with equipment cleaning shall wear gloves during the process and additional protection if necessary. 4. Contaminated Objects Disposal Disposal of contaminated clothing, protective equipment, and all other objects of concern shall be done by placement in a designated container at the Police Department. A designated container shall be available at all times and shall be emptied by only properly authorized persons. The Police Department will arrange for disposal of contaminated waste by persons or outside agencies properly trained and certified to do so. 5. Contaminated/Infective Waste c't All contaminated materials shall be placed only in an appropriate container for disposal at the Police Department. ADM-05.11 VII. HANDLING OF PERSONS AND EMPLOYEE CONDUCT: A. Equal and Nondiscriminatory Treatment Courtesy and civility toward the public are demanded at all times of all department employees, and any conduct to the contrary will not be tolerated. Facilities, programs, and services shall be available to all members of the public on an equitable basis regardless of known or suspected HIV or HAV ( HBV infection. Jokes, discrimination, and refusal or omission of services will not be tolerated towards any member of the public. Should a particular incident require the use of employee protection measures, such protection shall be used with courtesy and civility towards all persons. Employees of the department shall not discriminate nor treat unequally any other employee known or suspected of being infected with HBV or HIV. If an infected employee receives medical approval to report to work, the employee shall be treated without discrimination by all other employees. The infected employee shall be employed so long as he or shy is able to perform assigned job functions in accordance with department standards. VIII. EMPLOYEE MANAGEMENT: The Police Department shall maintain a safe working environment for all employees. Adequate training, personal protective equipment medical precautions, and records shall be available to all employees. A. Training and Education The Police Department shall require employee training regarding HIV and HAV i HBV facts as they relate to the working. No employee should be allowed to perform his or her duties before having received such training. The Police Department should work with the City Personnel Division, and other sources, to provide the needed training. The training program should ensure that all employees: 1. Understand the modes of transmission of HBV and HIV. 2. Can recognize incidents when universal precautions should be utilized. 3. Know the types of protective equipment appropriate for use in specific instances. 4. Know and understand the limitations of protective clothing and equipment. 5. Are familiar with appropriate actions to take and persons to inform if exposure occurs. 6. Are familiar with and understand all requirements for work practices and department general orders. 7. Know where protective equipment is kept, its proper use, and how to remove, handle, decontaminate, and dispose of contaminated clothing and equipment. 8. Know the corrective actions to be taken in the event of spills or personal exposure to body fluids, the appropriate reporting procedures, and the medical monitoring recommended. Following the initial HAV! HBV and HIV training, employees should receive refresher training at least annually thereafter. B. Personal Protective Equipment The Police Department shall provide all employees access to personal protective equipment as may be necessary for protection from ex osure to body fluids. The equipment shall be provided in sufficient quantitj3 so as to be available to all employees without having to share while working a single incident. The department shall pay all costs incurred for the acquisition, cleaning, maintenance, disposal, and replacement of all equipment. C. Post Exposure Evaluation and Follow-up Procedures In addition to any health-care or monitoring required by other rules, regulations, or worker agreements, the Police Department shall offer, without charge to an employee: 1. Voluntary HAV / HBV immunization. An employee who has received initial immunization shall be offered booster doses as may be requiredtrecommended by proper medical authorities. 2. Monitoring, at the request of the employee, for HAV / HBV and HIV antibodies following known or suspected exposure to blood or body fluids. The evaluation results shall be confidential. It is recommended that monitoring be conducted following a known or suspected exposure. Monitoring is particularly important if the exposure was to a person of unknown identity. Monitoring procedures shall be in accordance with the recommendations of qualified medical personnel. ADM-05.13 3. Counseling for an employee found, as a result of monitoring, to be seropositive for HAV / HBV or HIV. D. Recordkeepinq The Police Department shall be responsible for the maintenance of incident and personnel reports pertaining to exposure, suspected exposure, training, and all other incidents dealing with HBV and HIV that are a concern to the Division. Records should include: 1. Training records, indicating the dates of training sessions, the content of training sessions along with the names of all persons conducting the training, and the names of all persons receiving training. 2. The conditions observed during routine, day -today operations for compliance with work practices and use of protective egOpment. If non-compliance is noted, the conditions should be documented along with corrective actions taken. 3. The conditions associated with each incident of exposure to body fluids, an evaluation of the conditions, and a description of any corrective measures taken to prevent a recurrence or other similar exposure. Records pertaining to HAV / HBV vaccinations and post -exposure follow-up shall be retained for 30 years after termination of employment with the department. the ability for efficient and sustained human -to -human spreads globally_ Pandemics are different from season "epidemics" of influenza. Seasonal outbreaks are taus dMs ption already in existence among people. Past_ " vels of illness, death, social disruan erent from ma 4"M re currently pl MWVMI�VWIRIMMst much longer than most other emergency evenis and include "waves" of influenza activity separated by months. ( die nunber of health care workers and first responders available- to work is petted to be reduced, as many will be at high risk of illness through osure in the community and in health care settings, and others may kfillIMMMIKIII family members. ADM-05.14 Denise Brotherton Interim Chief of Police WARNING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of a higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. Pandemic Influenza Continuity Plan For the City of Iowa City Updated September 2009 Disclaimer The material in this Pandemic Influenza Continuity Plan has been assembled for the purpose of guiding the City and its employees in planning for a possible influenza pandemic and to guide decision -making to be taken by the City of Iowa City in preparation for that pandemic. The information is current as of fall 2009. Readers should check for more up-to-date information on the City of Iowa City website (www,icgov.org) and other web sites listed in this plan. The information in this plan is not intended to cover every possible pandemic situation. Details which maybe relevant to the readers' particular circumstances may have been omitted. The City of Iowa City accepts no liability or responsibility for any acts or omissions done or omitted in reliance, in whole or in part, on the plan. The City of Iowa City disclaims all responsibility or liability to any person, whether in contract, equity or tort, or on any other basis, for any direct or indirect loss, illness or injury, or damage of any kind arising from use of the information in the plan. The City of Iowa City is not responsible for the contents or reliability of any websites mentioned in this plan, other than its own website, and does not necessarily endorse the views expressed in them. The City of Iowa City cannot guarantee that links will work at all times and has no control over the availability of the linked pages. Copyright The City of Iowa City acknowledges the San Francisco Department of Public Health for allowing use of this template. Table of Contents 3.1 Pandemic Overview 3.2 Role of the Johnson County Department of Public Health 3.3 Role of City of Iowa City 4. Planning Assumptions.............................................................................................. 5 5. Prepare: Stage 1, 2................................................................................................. 6 5.1 Authority and Protocols 5.2 Operations Assessment 5.3 Job Functions 5.4 Pandemic Policies 5.5 Product and Service Vendors 5.6 Employee Communication 5.7 Infection Control and Prevention 5.8 Client Communication 6. Respond: Stage 3, 4, 5......................................................................................... 9 6.1 f Activation and Command 6.2 Operations 6.3 Job Functions 6.4 Pandemic Policies 6.5 Communication C I 6.6 In ection onto 7. Recover: Stage 6...........................................................................:........,.......... 11 7.1 Activation 7.2 Operations 7.3 Process Assessment 7.4 Communication , Annex 1. Authority and Procedures.............................................................................. A-2 2. Essential Operations ... .............................................................. .................... A-5 3. Pandemic Policies ............................... ........................................................ A-33 4. Management of Ill employees........................................................................ A-34 5. Information Dissemination Plan ..................................................................... A-37 6. Informational Materials............................................................................... A-39 7. Infection Control........................................................................................ A-40 Contact A contact is a term used to refer to someone who has been in close proximity with an individual who is, or is suspected of being, infected with an infectious disease like influenza. Hand hygiene Hand hygiene is a term that applies to the cleaning of one's hands. This is usually done with soap and water, hand sanitizer, or hand wipes. To kill an influenza virus hands must be washed with soap and water for 15 seconds and hand sanitizers or wipes must be used for 10 seconds and have an alcohol content of at least 60%. Human -to -human Human -to -human transmission refers to the ability of an infectious disease to be passed transmission continuously from one person to another. Some viruses can be transmitted between animals (animal -to -animal), some can be transmitted from animal -to -human (and vice versa), and some can be transmitted from human -to -human. Infection control Infection control is broad term used to describe a number of measures designed to detect, prevent, and contain the spread of infectious disease. Some measures include hand washing, respiratory etiquette, use of personal protective equipment (PPE), prophylaxis, isolation, and quarantine. Infectious disease An infectious disease, or communicable disease, is caused by the entrance of organisms (e.g. viruses, bacteria, fungi) into the body which grow and multiply there to cause illness. Infectious diseases can be transmitted, or passed, by direct contact with an infected individual, their discharges (e.g. breath), or with an item touched by them. Influenza Influenza is a viral disease that causes high fever, sore throat, cough, and muscle aches. It usually affects the respiratory system but sometimes affects other organs. It is spread by infectious droplets that are coughed or sneezed into the air. These droplets can land on the mucous membranes of the eyes or mouth or be inhaled into thew lungs of another person. Infection can also occur from contact with surfaces comaminate'd with infectious droplets and respiratory secretions. Also see seasonal, avian, and pandemic influenza. Isolation Isolation is when sick people are asked to remain in one place (e.g. home, hospital), away from the public, until they are no longer infectious. 't Pandemic influenza A pandemic influenza, or pandemic flu, occurs when a new subtype of influenza virus: 1) develops and there is little or no immunity (protection due to previous infection or vaccination) in the human population; 2) it is easily passed from human to human; 3) is found in many countries; and, 4) causes serious illness in humans. Also see influenza, seasonal influenza, and avian influenza. Personal Protective PPE is specialized clothing or equipment worn to protect someone against a hazard Equipment (PPE) including an infectious disease. It can range from a mask or a pair of gloves to a combination of gear that might cover some or all of the body. Prophylaxis Prophylaxis is an infection control measure whereby antimicrobial, including antiviral, medications are taken by a healthy individual to prevent illness before or after being Pandemic tnfluema continuity of Operations Plan i exposed to an individual with an infectious disease (e.g. influenza). Quarantine A quarantine is when people who have been in close proximity to an infected person, but appear healthy, are asked to remain in one place, away from the general public, until it can be determined that they have not been infected. Respiratory etiquette Respiratory etiquette, or good coughing and sneezing manners, is one way of minimizing the spread of viruses which are passed from human -to -human in the tiny droplets of moisture that come out of the nose or mouth when coughing, sneezing, or talking. healthy and sick people should cover their nose and mouth when sneezing, coughing, or blowing their nose and then put the used tissue in the trash to prevent the spread of germs. Seasonal influenza Seasonal influenza, commonly referred to as the flu, is an infectious disease. In the United States, flu season usually occurs between December and March. The influenza virus is one that has the ability to change easily; however, there is usually enough similarity in the virus from one year to the next that the general population is partially immune from previous infection or vaccination. Each year experts monitor the influenza virus and create a new vaccine to address changes in the virus. For this reason people are encouraged to get a flu shot each year. Also see influenza, avian influenza, and pandemic influenza. Social distancing Social distancing is an infection control strategy that includes methods of reducing the frequency and closeness of contact between people to limit the spread of infectious diseases. Generally, social distancing refers to the avoidance of gatherings with many people. Pandemic h#htenza Continuity of Operations Plan The primary purpose of the Pandemic Influenza Continuity of Operations Plan is to enable the City of Iowa City to respond effectively and efficiently to ensure that essential operations are maintained during an influenza pandemic. The City of Iowa City's objectives during a local pandemic influenza are the following: 1. Reduce transmission of the pandemic virus strain among our employees, clients, and partners. 2. Minimize illness among employees and clients. 3. Maintain mission -critical operations and services. 4. Minimize social disruptions and the economic impact of a pandemic. Panda✓nic Influenza Confinuitt, gf 0perations Plan The Pandemic Influenza Continuity of Operations Plan will be implemented in conjunction with the following plans: 1. Johnson County Department of Public Health Pandemic Influenza Response Plan Paandonic In luenzo Coniru it.v e?f Operations Pan 3.1 PANDEMIC OVERVIEW Severe influenza pandemics represent one of the greatest potential threats to the public's health. Pandemics are distinct from seasonal influenza epidemics that happen nearly every year, causing an average of 36,000 deaths annually in the United States. Seasonal influenza epidemics are caused by influenza viruses which circulate globally in humans. Over time, people develop some degree of immunity to these viruses, and vaccines are developed annually to protect people from serious illness. Pandemic influenza refers to a worldwide epidemic due to a new, dramatically different strain of influenza virus, to which there is no immunity. The new virus strain may spread rapidly from person to person and, if severe, may cause high levels of disease and death around the world. The Centers for Disease Control and Prevention (CDC) estimates that in the U.S. alone, an influenza pandemic could infect up to 200 million people and cause between 200,000 and 1,900,000 deaths. There are several characteristics of an influenza pandemic that differentiate it from other public health emergencies. Unlike other natural disasters, where any disruption to business service provision is likely to be infrastructure -related, disruption to business operations in the event of a pandemic is anticipated to be human and material oriented. A pandemic has the potential to cause illness in a very large,number of people, overwhelm the health care system, and jeopardize services by causing high levels of absenteeism in the workforce. Basic services, such as health care, law enforcement, fire, emergency., response, communications, transportation, and utilities could be disrupted during a pandemic. Finally; the pandemic, unlike many other emergency events, could last many months and affect _many areas throughout the world simultaneously. In a pandemic situation, the goal is to slow the spread of disease to prevent illness. The most effective strategy to accomplish this is through vaccination. However, it is likely that effective vaccines will not be available for many months following the emergence of a new pandemic strain of influenza. Existing antiviral medications may also not be effective or available. Other infection control strategies such as social distancing, improved hygiene and respiratory etiquette, isolation, and quarantine may be used to control the spread of disease. 3.2 ROLE OF THE JOHNSON COUNTY DEPARTMENT OF PUBLIC HEALTH The Johnson County Health Officer has broad powers to address a pandemic influenza emergency. A local health officer who believes a contagious, infectious or communicable disease exists within the territory under his or her jurisdiction shall take measures as may be necessary to prevent the spread of the disease or occurrence of additional cases and to protect the public's health. The Johnson County Public Health department will be the lead agency in coordinating a county wide public health and emergency medical response. 3.3 ROLE OF CITY OF IOWA CITY During an influenza pandemic the City of Iowa City will be responsible for maintaining essential community services in line with its mission and supporting the public health response. The City of Iowa City will maintain communications with the Johnson County Department of Public Health and will implement recommended procedures that promote the health and safety of employees and Iowa City's residents and visitors. Table 2 details possible activities that the City of Iowa City will implement throughout the influenza pandemic alert stages. Pandemic Influenza Continuity, of0heratPons Phm 3 Table 2. Iowa City Pandemic Management Overview Iowa City Alert Stage* Overview of Possible Activities 1. No new human- • Participate in Avian/Pandemic Influenza Task Force Meetings d to -human • Establish necessary policies atransmissible • Finalize pandemic influenza continuity of operations plan virus • Inform and train employees a 2. Human -to - u 0 human transmissible virus identified outside of US .0 3. Few local cases . Manage essential operations R• Provide regular information updates to staff, partners, and clients/public y� 4- Clusters of local e Activate infection control measures tl case • Track employees who report ill and report to FIR u a • Educate and train employees 5. Widespread Infection N 6. Pest -pond e Resume normal city services, as able based on staffing o&) p • Assist employees and community in recovery y, 10 Evaluate response and update plans Pandende Influenza Continuity of Operations Plan The following planning assumptions were used in the development of the Pandemic Influenza Continuity of Operations Plan: Time period • There may be less than six weeks of warning from the time the pandemic is announced before it reaches Iowa City. • The time interval between alert stages may be rapid (ranging from days, to weeks, to months). • The pandemic may last as long as eighteen months in several waves with mortality and morbidity increasing and decreasing sporadically, • Waves of severe disease may last 1 to 4 months. Prevention & • A vaccine may not be available for at least 6 to 8 months after an influenza Treatment pandemic begins and supplies may be limited. • Antiviral medicines may not treat or protect against the pandemic influenza virus strain. • If effective, antiviral medications (e.g. Tainiflu) may be in very limited supply and their distribution may occur in phases. • Infection control (e.g. respiratory etiquette, hand hygiene) strategies will be used to slow the spread of disease. • Social distancing strategies (e.g. postponing public gatherings) maybe used to control the spread. • Isolation of ill people will be required. • Quarantine of people exposed to ill people may be implemented until -it can be determined that they have not been infected. Staffing • Up to 20-50% absenteeism from work from staff, vendors, and services within the community may occur. • Absenteeism will be the result of workers becoming ill, staying home to care for children or family members, or refusing to go to work. • Every person who becomes ill is likely to miss a few days to many weeks of work. • In a severe pandemic 0.1% - 2.5% of workers who become ill may die. Vendors of • City services will be stressed, but will remain functional. Services/ • Critical goods and services provided by contractors, consultants and vendors may Products be erratic. • Iowa City may not be able to rely on mutual aid resources from state or federal agencies to support local response efforts. Pandemic Influencer ContinuitY ofY31)erntions Plan 5.1 AUTHORITY Et PROTOCOLS 5.1.1 Internal Authority. Set up authorities for activating and terminating the response plan, leadership succession, altering operations, communicating with internal and external groups, and other planning, response, and recovery activities. See Annex 1: Authority and Procedures 5.1.2 Procedures. Set up triggers and procedures for activating and terminating the response plan, altering operations, and other planning, response, and recovery activities. See Annex L. Authority and Procedures 5.1.3 Administration and logistics. Set up a mechanism to maintain complete and accurate records to ensure a more efficient emergency response and recovery. 5.2 OPERATIONS ASSESSMENT 5.2.1 Essential operations. Identify essential services and operations required to maintain them. Attach in Annex 2: Essential Operations 5.2.2 Assess critical inputs. Identify critical inputs (e.g. raw materials, suppliers, sub -contractor services/products, and logistics) required to maintain business operations and review existing inventory. CAS 5.2.3 Assess demand changes. Assess changes in client demand (increases and decreases) for services/products that may occur during a pandemic. Annex 2: Essential Operations w 5.2.4 Alternative services. Identify alternative ways for clients to access the City's products and services (e.g. expand on-line and self service options). 5.2.5 Assess security needs. Identify security needs that will be required for safeguarding personnel, supplies, or buildings during a pandemic. 5.2.6 Assess financial process. Identify ways to expedite purchases that may be necessary and unforeseen during each stage. Identify special funding authorities that will apply. 5.3 JOB FUNCTIONS 5.3.1 Essential job functions. Identify essential job functions required to maintain operations during a pandemic if absenteeism equals 20-50%. 5.3.2 Primary and alternate staff. Assess skill requirement needs and identify core and alternate staff to fill essential job functions if absenteeism equals 20 to 50%. Ensure that personnel contact information, including after hours and emergency numbers, are up to date. Pandemic Influenza Continuity of Operations Plan 5.3.3 Reassignments. Consider that staff may need to be reassigned to other city agencies( departments. Assess how their job functions will be filled. Consider establishing an "Employee Pool" 5.3.4 Telecommuting. Identify which job functions could be done remotely during a pandemic. Enable employees and their alternates to work from home with appropriate security and network applications. 5.3.5 Training. Train employees how they will be expected to carry out the continuity plan. Cross - train employees so that they can fill essential job functions if needed. 5.4 PANDEMIC POLICIES 5.4.1 Employee leave. Consult with Human Resources regarding emergency personnel policies that allow for employee compensation during absences due to factors such as personal illness, family member illness, trauma, isolation, quarantines, and/or public transportation closures. See Annex 3: Pandemic Influenza Policies 5.4.2. Flexible work. Consult with Human Resources regarding emergency policies that allow for flexible worksite (e.g. telecommuting) and flexible work hours (e.g. staggered shifts, extended shifts). See Annex 3: Pandemic Influenza Policies. 5.4.3. Health care. Consult with Human Resources regarding employee access to healthcare services during a pandemic. See Annex 3: Pandemic Influenza Policies. 5.4.4. Management of ill employees. Develop a policy on the management of employees who become ill. See Annex 4: Management oflll Employees. 5.4.5 Travel policies. Prepare travel policies for possible travel restrictions. See Annex 3: Pandemic Influenza Policies. 5.5 PRODUCT AND SERVICE VENDORS 5.5.1 Critical vendors. Identify vendors of critical products and services (e.g. raw materials, suppliers, sub -contractor services/products, and logistics) required to maintain essential operations. 5.5.2 Stockpile critical supplies. Supplement existing inventory with sufficient critical supplies to keep essential services functioning for 7 days or more. 5.5.3 Vendor continuity. Discuss with product and service vendors their plan for ongoing services and/or shipments in the event of absences, shortages, or disruptions in transportation systems. 5.5.4 Alternate vendors. Identify other businesses or organizations that can provide essential services and supplies if your regular vendor can not. 5.6 EMPLOYEE COMMUNICATION 5.6.1 Information dissemination system. Establish a communication plan (with redundancy) for providing information to staff. Attach in Annex 5: Information Dissemination Plan. Pandemic Influenza Contfnar v of Operations Plan 5.6.2 Communication systems. Ensure that communication systems (e.g. telecommuting, facsimile services, laptops, radios) are operational, interoperable with other systems, secure, and robust enough to handle increased and constant use. Build in layers of redundancy so that if failure occurs other systems can take over. Test systems regularly. 5.6.3 ongoing communication plan. Develop a plan to provide regular updates to employees throughout a pandemic. Include mechanisms for developing and finalizing communications and authorizing dissemination. Plan to use multiple dissemination techniques to better ensure that employees hear the message. Attach in Annex 5: Information Dissemination Plan 5.6.4 Stage 1-2 communication. Communicate to employees 1) pandemic influenza information; 2) components of the City of Iowa City's pandemic influenza plan; 3) how to develop a personal/family emergency plan; and 4) infection control steps taken to protect the health and safety of employees should a pandemic occur (see Annex 6: Informational Materials). Utilize Annex 5. Information Dissemination Plan to distribute information. 9; 7 INFECTION CONTROL Et PREVENTION 5.7.1 Land hygiene and respiratory etiquette. Provide employees with informational materials detailing strategies for stopping the spread of disease. See Annex 6: Informational Materials. Maintain a supply of infection control products. 5.7.2. Social distancing. Identify ways to modify the frequency and type of face-to-face contact among employees and between employees and clients. 5.7.3. Personal protective equipment (PPE). Identify personal protective equipment needs and procure necessary items. Attach in Annex 7: Infection Control. 5.7.4 Workplace cleaning. Develop a protocol for cleaning work areas (standard cleaning and if someone becomes ill at the worksite) and stockpile necessary supplies. Annex 7: lgle�tion 3 Control. (:) 5.8 CLIENT COMMUNICATION 5.8.1 Client information dissemination plan. Establish a plan for communicating with clients and the general public. Identify modalities that will be used to disseminate information. Include responsibility for developing and finalizing communications and authorizing dissemination. Annex 5: Information Dissemination Plan 5.8.2 Client Stage 1-2 (Prepare) communication. Inform clients of the City of Iowa City's Pandemic Continuity of Operations Plan and how regular service may change during a pandemic. 5.8.3 Community. Communicate with local organizations about collaborating during an influenza pandemic. Pandemic Influenza Continuity ofOperation,s Plan 6.1 ACTIVATION AND COMMAND 6.1.1 Activate Stage 3-5 (Respond). Follow protocol for activating a stage. Alert pandemic leaders and staff of change in pandemic status and activation of Stage 3-5 of the Pandemic Influenza Continuity of Operations Plan. Re -familiarize leaders and alternates of their duties. 6.1.2 Unified command. Regulate the need for setting up an Incident Command Post (ICP) and make contact with the Emergency Operations Center (EOC) at Johnson County. 6.1.3 Internal briefings. Disseminate regular briefings. 6.1.4 External briefings. Coordinate with city and local agencies to attend and/or receive important briefings. 6.1.5 Review continuity plan. Regularly review and update the pandemic continuity of operations protocol and procedures to ensure that new issues are addressed. 6.2 OPERATIONS 6.2.1. Assess operations. Assess 1) the ability to provide regular services with available human and material resources; 2) increases and decreases in demand of existing services; and 3) the need for new or alternative services. Reference and update Annex 2: Essential Operations. 6.2.2 Reallocate resources. As needed reallocate resources to provide services that are eskeyntial, in high demand, and/or are new or alternative. See Annex 2: Essential Operations.- 6.2.3 Essential operations. Suspend non -essential operations as human resources becomc-limited and/or material resources (e.g. gasoline) must be rationed. See Annex 2: Essential Operations. 6.3 JOB FUNCTIONS 6.3.1. Absenteeism. Identify absent employees and job functions. Report absences to leadership. Track when ill employees will be expected to return to work. 6.3.2. Reassign employees. Reassign personnel to essential or prioritized job functions. 6.3.3 Just -in -time training. Provide just -in -time training or refreshers to alternate staff taking over new job functions. 6.4 PANDEMIC POLICIES 6.4.1. Employee policies. Activate applicable policies per procedure (i.e. employee leave, flexible work schedules, travel, health care, management of ill employees). Notify staff of policy changes and provide with necessary claim forms. Reference Annex 3: Pandemic Policies and Annex 5: Information Dissemination Plan Pandemic InIhienza Continzd(v of operations Plan 6.5. COMMUNICATION 6.5.1 Inform employees. Provide regular (e.g. daily, weekly, bi-weekly) updates to staff on pandemic status and any applicable policy changes, infection control measures, job reassignments, illness reporting etc. that apply during the stage. Utilize Annex 5. Information Dissemination Plan. 6.5.2 Inform product and service vendors. Inform suppliers and service vendors of change in Stage and any changes in supply/service needs. 6.5.3 Inform clients. Inform clients of any changes to services or products. Utilize Annex 5: Information Dissemination Plan. 6.5.4 Communication system. Activate and ensure that communication systems (e.g. telecommuting, facsimile services, radio, internet) are in working order. rfflmm�• '• 6.6.1. Infection control information. Disseminate information to staff on how to prevent infection at home and at work (e.g. hygiene measures, social distancing). Utilize Annex 5: Information Dissemination Plan and Annex 6: Informational Materials. 6.6.2 Infection control products. Ensure that supplies of hygiene products (e.g. soap and/or hand sanitizer, hand towels) are available. See Annex 7: Infection Control. 6.6.3 Personal Protective Equipment (PPE). Follow Johnson County Department of Public Health guidance for city agencies regarding PPE use. Employees that routinely use PPE to perform their everyday job should continue to do so until notified otherwise. See Annex 7: Infection Control. 6.6.4. Social distancing. Follow Johnson County Department of Public Health recommendations regarding activation of social distancing strategies. See Annex 7: Infection Control, 6.6.5 Workplace cleaning. Arrange for appropriate office sanitation and immediate sanitation of work stations where staff report illness. See Annex 7: Infection Control. 6.6.6 Illness notification. Notify employees who they must inform if they become ill. 6.6.7 Illness reporting protocol. Follow the protocol for managing staff who become ill at work. Keep records of affected staff. See Annex 4: Management oflll Employees. 6.6.8 Return to work. Activate process for employees who have been ill to return to work. Pandemic Inflnenea Continuity of Operations Plan 10 7.1 ACTIVATION 7.1.1 Activate Stage 6 (Recovery). Follow protocol for activating Stage 6 (Recovery). Alert leaders and staff to change in pandemic status and return to operations as normal. 7.2 OPERATIONS 7.2.1. Assess operations. Assess the impact of the pandemic on the City of Iowa City's operations, personnel, clients, partners, and vendors. 7.2.1. Normal operations. Manage the return to routine operations as able based on human and material resources. 7.2.3. Community recovery. identify community recovery needs and provide assistance. 7.3 PROCESS ASSESSMENT 7.3.1. Conduct evaluation. Conduct an internal review of the City of Iowa City's pandemic response. Participate in the City and County evaluation. 7.3.2. Update plans. Update the Pandemic Influenza Continuity of Operations Plan and other emergency response plans as appropriate. 7.4. COMMUNICATION 7.4.1 Employee communication. Notify employees about change in pandemic status, return to business as usual and any applicable policy changes. Utilize Annex 5: Information Dissemination Plan. 7.4.2. Product and service vendor communication. Notify product and service vendors of return to operations as usual. Utilize Annex 5: Information Dissemination Plan. 7.4.3. Client communication. Notify clients and the general public of resumption of services. Utilize Annex 5: Information Dissemination Plan. Pandemic Influenza Continuity of Operations Plan 11 1. Authority and Procedures 2. Essential Operations 3. Pandemic Policies 4. Management of Ill Employees 5. Information Dissemination Plan 6. Informational Materials 7. Infection Control Pandemic Influenza Contirrrrity o(Operations Phan, Annex A-1 The following sections outline the authority and procedures for activating and implementing the Pandemic Influenza Continuity of operations Plan: LEADERSHIP SUCCESSION During an influenza pandemic, management of the City of Iowa City is delegated to the following persons in the order of succession shown below: I. City Manager 2. Assistant City Manager 3. Public Works Director 4. Finance Director If a designated individual is unavailable, authority will pass to the next individual on the list. "Unavailable" is defined as: The designated person is incapable of carrying out the assigned duties by reason of death, disability, or distance from/response time to the operations facility. The designated person is unable to be contacted. The designated person has already been assigned to other emergency activities. The designated individual retains all assigned obligations, duties, and responsibilities until officially relieved by an individual higher on the list of succession. V OF AUTWOSITY To ensure that City of Iowa City staff identified in the leadership succession are aware of their responsibilities and are appropriately authorized to execute functions assigned to them, explicit emergency authority has been pre -delegated. In the event of a disaster or emergency, and the City of Iowa City Director is unavailable (as defined above), alternate personnel are authorized to perform the following functions: • All operational tasks normally performed by the Director. • Expenditure approval consistent with established City of Iowa City procedure. • Policy level authority and decision making PLAN ACTIVATION The Johnson County Department of Public Health will alert city agencies of the emergence of a pandemic influenza strain internationally and locally. Updates on the spread of the virus in Iowa City (a few local cases, clusters of cases, and widespread infection) will be made regularly. The City of Iowa City director or their appointee or successor activates the Pandemic influenza Continuity of Operations Plan and the ICP when it is necessary to manage and coordinate a response. This decision will be made in consultation with key City personnel and city partner leaders. Pandemic lnf7nenra Continuity of Operations Plan, 4nnex A-2 This plan recognizes the Iowa Pandemic Period Progression. The progressions are part of Phase 6 (increased and sustained transmission in general public) of the World Health Organization's Pandemic Periods. The progressions are as follows: • Trigger I —pandemic strain is circulating throughout the world but is not yet in the US. • Trigger 2—Pandemic strain is circulating in the US but not yet in Iowa (or within 300 miles of Iowa City). • Trigger 3—Pandemic Strain is circulating in Iowa (or within 300 miles of Iowa City). The following activities, which correspond to the various trigger levels, provide a framework for decisions that may be appropriate at those levels: Trigger I (infection outside US) • City Director communicates to general public and employees, identifies threat level and actions; issues updates and revisions as needed to maintain a level of security for all • Response plan review by all city departments and divisions; employees familiarize themselves with threat levels and essential mission activities; leadership sets up incident command post (ICP) • Communications with vendors and suppliers • Normal governmental operations continue • On -going communications with JCPH to monitor spread of disease; gather information and guidance from additional sources such World Health Organization and the Center for Disease Control • Disseminate information (re -issue literature) to employees concerning infection control, proper hygiene, and infection control products • Implement restroom sanitation protocol • Conduct meetings electronically whenever possibly, yet maintain the integrity of Iowa's open meeting law • Restrict business travel to inter -city and in -state essential • Human Resources educates (re -issues directives) on continuity of operations and pandemic operations protocol (sick leave, working from home, calling in sick, sending home, return to work, etc.) • ITS launches intranet and inteanet sites dedicated to pandemic and issues reminders of existing sites offering pandemic information Trigger 2 (infection within US) • City director communicates with the general public and employees, identifies threat level and actions 7 • Normal business operations continue with greater emphasis on core essentialflmctions' • Employees prepare worksites for possible essential function activities • Evaluate all business travel; consider suspension of in -state travel • Implement policy to reduce face-to-face contact among employees ry • Conduct meetings via telephone conference call • Close or reduce use of employee break room for meals • Cancel group meetings; conduct city council and other city committee meetings (via computer or conference calls) consistent with state law • Implement human resources leave policies • Begin social distancing protocol with clients and fellow employees • Review leadership succession plan and advise all managers to review critical work in progress with at least 3 levels of successors • Begin process of email reports to management on status of influenza in world/US • Limit customer face-to-face contact Pandemic Influenza Co»tint+ity of Operations Plan, Annex A-3 • Use computers or conference calls for meetings • Do business via email or telephone • Post prominent signs at facility entrances advising visitors not to enter if they have influenza symptoms • Place hand sanitizers station at elevator foyers and other locations of shared contact • Ensure that employees have adequate supplies of tissue, hand sanitizer gel, and disinfectant wipes at their work station • Ensure a generous supply of surgical and/or N95 masks for employees who become sick at work • Implement work station and restroom sanitation protocol Trigger 3 (infection within Iowa and employee absenteeism of 10%) • City director communicates with public and employees, identifies threat level and actions; continuous updates on status of city services • Suspend non -essential services in light of employee absentee rate and social distancing directives from JCPH • Limit non -essential intra city business travel • Distribute personal protective equipment to employees; practice social distancing in all person -to - person interactions Pandemic h1 luenza Continuity ol'Operatiores Plan, Annex A-4 Each Division has reviewed its operations and determined which services would continue to be provided if staffing levels fell to 50%. The information below details the City of Iowa City's: 1) essential operations; 2) services that may be suspended; and 3) regulatory requirements. ESSENTIAL OPERATIONS - ACCOUNTING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Accounts Payable Pavroll Accounts Receivable Landfill billing P-Cards Sales 'fax Check runs OPERATIONS THAT CAN BE SUSPENDED - ACCOUNTING The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Refund check requests Manage Escrow Deposits Grant requests and drawdowns Reconciliation of various accounts Housing Authority financials REGULATORY REQUIREMENTS - ACCOUNTING The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Payroll Tax Payments (bi-weekly) Sales Tax (monthly) DNR and DOT Reports (quarterly) W-2s 1099s Audit and CAFR (annually) Pandemic Influenza ContirntirY of Operations Plan, Annex- A-5 ESSENTIAL OPERATIONS - AIRPORT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Maintain runways and grounds REGULATORY REQUIREMENTS - AIRPORT The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Runway inspections and grounds maintenance. Pandemic bif7��enza Cantinuily q/ Operalions Plan, Annex A-6 FSSFNTIAL OPERATIONS - CABLE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Provide emergency information to public REGULATORY REQUIREMENTS - CABLE The following regulatory requirements may be difficult to fulfill during a pandemic: Operation of Channels 4 and 5. Pandemic Influenza Continuity of Operations Place, Annex A-7 ESSENTIAL OPERATIONS - CEMETERY The following operations are deemed essential for the City of Iowa City to maintain critical operations. Interments and disinterments Sale of cemetery lots/spaces Preventative maintenance and small repairs to equipment Snow and ice removal • • • :7337mi Tolffml I' The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Moving/trimming Planting and maintenance of trees, shrubs and flowers Grounds cleanup Respond to eg nealogy requests Fill/repair sunken graves Reset and straighten monuments Minor maintenance of grounds and buildings REGULATORY REQUIREMENTS - CEMETERY The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Snow and ice removal within 24 hours Interments Pandemic Inf iienm Continuity of Operations Pan, Annex A-8 ESSENTIAL OPERATIONS - CITY ATTORNEY'S OFFICE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Legal external deadlines OPERATIONS THAT CAN BE SUSPENDED - CITY ATTORNEY'S OFFICE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Board and Commission meetings Prosecuting simple misdemeanors Drafting various Council measures REGULATORY REQUIREMENTS - CITY ATTORNEY'S OFFICE The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: None Pandenne Influenza Contil¢uity ofOperations Plan, Awwx A-9 ESSENTIAL OPERATIONS - CITY CLERK The following operations are deemed essential for the City of Iowa City to maintain critical operations. Council related activities Filing_ Applications City Election Services The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: General licensing Record keeping of abstracts deeds and airport Police Citizens Review Board Youth Advisory Commission RMill ATORY REOUIREMENTS - CITY CLERK _ The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: Council related activities Filing applications Support Staff (Police Citizens Review Board and Youth Advisory Commission) General licensing City Election services Other activities as set by State Law and Citv Charter Pandemic h1flncnza ConfinuiN of0perations Plan, Annex A-10 ESSENTIAL OPERATIONS - CITY COUNCIL The following operations are deemed essential for the City of Iowa City to maintain critical operations. Pass ordinances Pass resolutions Issue GO bonds Certify budgets "Note: There must be 4 Council members present to have a quorum. Councilors may participate by speaker phone if needed. REGULATORY REQUIREMENTS - CITY COUNCIL The following activities have regulatory requirements that may be difficult to fulfill during a pandemic: None Pandendc Influenza Continuity of Operations Plan, tlnner A-11 ESSENTIAL OPERATIONS - CITY MANAGER'S OFFICE The following operations are deemed essential for the City of Iowa City to maintain critical operations. CEO responsibilities Budget administration OPERATIONS THAT CAN BE SUSPENDED - CITY MANAGER'S OFFICE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Public Use Permits Routine meetings, consultations and support services REGULATORY REQUIREMENTS - CITY MANAGER'S OFFICE The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandendc Influetz:a Contineatt' of Operations Plant, Annex A-12 ESSENTIAL OPERATIONS - DOCUMENT SERVICES The following operations are deemed essential for the City of Iowa City to maintain critical operations. Preparation and submittal of media releases Preparation and posting of content to City's website The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Document Preparation REGULATORY REQUIREMENTS - DOCUMENT SERVICES _ The following regulatory requirements may be difficult to fulfill during a pandemic: State and federal mandated reports and budgets. Pandemic Influenza Continuity of Operations Plan, Annex A-13 ESSENTIAL OPERATIONS - ENGINEERING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Management of Right of Wav (ROWi Inspection of Capital and Development projects Technical support to other City divisions Mapping The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Capital Project Plan preparation Review of Development Plans Maintaining design standards construction specifications REGULATORY REQUIREMENTS - ENGINEERING The following regulatory requirements may be difficult to fulfill during a pandemic: None Pemdenuc Influenza Continuity ofOPeratlons Plats, Annex A-14 ESSENTIAL OPERATIONS - EQUIPMENT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Fueling City and County vehicles Repair of City vehicles OPERATIONS THAT CAN BE SUSPENDED - EQUIPMENT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Purchase and disposal of vehicles REGULATORY REQUIREMENTS - EQUIPMENT The following regulatory requirements may be difficult to fulfill during a pandemic None Pandemic Inflnenzat Continuity nfOperaiions Plan, Annex A-15 ESSENTIAL OPERATIONS - FIRE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Structural Firefighting Natural gas emergencies Hazardous Materials emergencies Life threatening EMS and rescue calls Administrative support functions AIPF12ATIMUS TVAT CAM BE SUSPENDED - FIRE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Fire Code Enforcement/Inspections Public education activities Training. evolutions Public assistance calls Low level EMS calls (non -life threatening) False alarms REGULATORY REQUIREMENTS - FIRE The following regulatory requirements may be difficult to fulfill during a pandemic: Code enforcement— licensing inspectians EMS CEU's for recertification PaMenaic Influenza Contirutit , of OPereadons Plan, Awmv A -lb ESSENTIAL OPERATIONS - HIS The following operations are deemed essential for the City of Iowa City to maintain critical operations. Utility service releases Dangerous/Hazardous buildings and conditions Maintain inspection program OPERATIONS THAT CAN BE SUSPENDED - HIS The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Nuisance and zoning code complaints Some specific inspections activities (construction site run-off footings temporary service plan review, some rental licensing, etc.) REGULATORY REQUIREMENTS - HIS _ The following regulatory requirements may be difficult to fulfill during a pandemic: Construction site run-off Maintenance of back flow program Plan Review Pandemic Influenza Contrnarity of Operations Plan, Annex A-17 ESSENTIAL OPERATIONS - HUMAN RIGHTS The following operations are deemed essential for the City of Iowa City to maintain critical operations. Enforce Title 2 Investigate complaints OPERATIONS THAT CAN BE SUSPENDED - HUMAN RIGHTS The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Staff to Commission Process complaints REGULATORY REQUIREMENTS - HUMAN RIGHTS The following regulatory requirements may be difficult to fulfill during a pandemic: on pcmcleniic Influenza Continuity oj'Operations Plan, Annex A-18 ESSENTIAL OPERATIONS - LANDFILL The following operations are deemed essential for the City of Iowa City to maintain critical operations. Landfill operations OPERATIONS THAT CAN BE SUSPENDED - LANDFILL The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Recycling operations REGULATORY REQUIREMENTS - LANDFILL The following regulatory requirements may be difficult to fulfill during a pandemic: None r•� Pandemic Influenza Continuity of Operations Plan, Annex A-19 ESSENTIAL OPERATIONS - LIBRARY The following operations are deemed essential for the City of Iowa City to maintain critical operations. Circulation of materials Answer reference questions Provide public Internet access Maintains stems Bill paving, payroll and mail Essential janitorial services OPERATIONS THAT CAN BE SUSPENDED - LIBRARY The following services operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Outreach services and collections Collection development and cataloging Storvtimes and other library urosrams Volunteer program Meeting rooms Book End REGULATORY REQUIREMENTS - LIBRARY The following regulatory requirements may be difficult to fulfill during a pandemic: None Panclenric In hive lza Corttinaijy ofOperatiom Plan, Annex A-20 ESSENTIAL OPERATIONS — PARKING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Maintenance of parking facilities Enforcement of parking regulations Cashiering at parking ramps OPERATIONS THAT CAN BE SUSPENDED — PARKING The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Office and point of sale operations REGULATORY REQUIREMENTS — PARKING The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity of Operruions Plan, Annex A-21 ESSENTIAL OPERATIONS - PLANNING AND COMMUNITY DEVELOPMENT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Traffic engineering OPERATIONS THAT CAN BE SUSPENDED - PLANNING AND COMMUNITY DEVELOPMENT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Economic Development Neighborhood Services Community Development Urban Planning Human Services Transportation planning Human Services Routine meetings consultations and support services Administrative support functions REGULATORY REQUIREMENTS - PLANNING AND COMMUNITY DEVELOPMENT The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic b7jlue1jra CoizlPnuity Of Operations Plan, Aimex A-22 ESSENTIAL OPERATIONS - PERSONNEL The following operations are deemed essential for the City of Iowa City to maintain critical operations. Personnel issues/contract interpretation Employee testing Advertise and hire city vositions Employee orientation Payroll Flex COBRA FMLA and LWOP administration Labor negotiations Grievance processing OPERATIONS THAT CAN BE SUSPENDED - PERSONNEL The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Special events Employee service awards Position classifications Exit interviews Wellness rooms Scanning REGULATORY REQUIREMENTS -PERSONNEL The following regulatory requirements may be difficult to fulfill during a pandemic: FMLA Tracking CDL Testing Pandemic hfluenza Continnitr of Operations Playa, Annex A-23 The following operations are deemed essential for the City of Iowa City to maintain critical operations. Communications (routine and 911 calls/dispatch) Records Animal Services Public Safety Investigation of traffic incidents Preliminary criminal investigations, Property and Persons Criminal investigations, Property and Persons Budget administration Procurement OPERATIONS THAT CAN BE SUSPENDED - POLICE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Training/Accreditation Planning/rescarch PR events Investigation of minor property damage crashes Investigation of private property crashes Vehicle impounds/private property Elective event security Some licensing renewal School crossing guards (dependent upon schools closing) REGULATORYREQUIREMENTS POLICE The following regulatory requirements may be difficult to fulfill during a pandemic: Records IBR reporting Accreditation standards All non -essential and non -emergent enforcement/regulatory actions Pandemic Influenza Continuity of Operations Plan, Annex A-24 ESSENTIAL OPERATIONS - PURCHASING The following operations are deemed essential for the City of Iowa City to maintain critical operations. Mail functions Approve vouchers Types posts and distributes purchase orders Procurement of goods and services OPERATIONS THAT CAN BE SUSPENDED - PURCHASING The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Staffing of the Information Desk REGULATORY REQUIREMENTS - PURCHASING The following regulatory requirements may be difficult to fulfill during a pandemic: Adherence to purchasing guidelines Pawk,inic Influenza Continuity of Operations Plan, Annex A-25 ESSENTIAL OPERATIONS - REVENUE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Print and distribute payroll and AP checks Customer Service for utilities Utility billing Redeem investments Transfer Delta Dental payments OPERATIONS THAT CAN BE SUSPENDED - REVENUE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Cashiering Utility Collections Reconciling banking activity REGULATORY REQUIREMENTS - REVENUE The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity of Operations Plan, Annex A-26 ESSENTIAL OPERATIONS - RISK MANAGEMENT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Administration of Workers' Compensation and Property/Casualty insurance programs Procurement of insurance OPERATIONS THAT CAN BE SUSPENDED - RISK MANAGEMENT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Overseeing City safety programs REGULATORY REQUIREMENTS - RISK MANAGEMENT The following regulatory requirements may be difficult to fulfill during a pandemic: None E Pandemic Influenza Continuity ofQPerations Plan,Annex A-27 ESSENTIAL OPERATIONS - SENIOR CENTER The following operations are deemed essential for the City of Iowa City to maintain critical operations. Facility management and maintenance Financial management of operations Information resource for seniors and their families via person -to -person interactions websites e:mail and phone Provide operational space for senior nutrition program AARP Visiting Nurses Association and RSVP (dependent upon these organizations remaining open) OPERATIONS THAT CAN BE SUSPENDED - SENIOR CENTER The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Develop and implement classes activity groups and special events Maintain fitness areas computer lab television Production studio and ceramics studio Provide opportunities for social engagement Develop and implement volunteer programs Venue for student training, education and employ Provide public space for use or rent Fundraising Management of membership and Parking programs Offer legal tax and insurance assistance REGULATORY REQUIREMENTS - SENIOR CENTER The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza ContinuUy of Operations Plan, Annex A-28 ESSENTIAL OPERATIONS - SOLID WASTE The following operations are deemed essential for the City of Iowa City to maintain critical operations. Refuse collection OPERATIONS THAT CAN BE SUSPENDED - SOLID WASTE The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Bulky collection Reevclina operations Yard Waste collection REGULATORY REQUIREMENTS - SOLID WASTE The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity of Operations Plan, Annex A-29 The following operations are deemed essential for the City of Iowa City to maintain critical operations. Traffic signal maintenance Snow and ice control Debris removal Pavement patching OPERATIONS THAT CAN BE SUSPENDED - STREETS The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Pavement removal and repair Street sweeping, leaf removal and ditch cleanout Traffic marking Street lighting REGULATORY REQUIREMENTS - STREETS The following regulatory requirements may be difficult to fulfill during a pandemic None rW, W Pandemic Influenza Continuity of Operations Plan, Annex A-30 ESSENTIAL OPERATIONS - TRANSIT The following operations are deemed essential for the City of Iowa City to maintain critical operations. Bus service OPERATIONS THAT CAN BE SUSPENDED - TRANSIT The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: None REGULATORY REOUIREMENTS - TRANSIT The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Irfluenza Continuity of Operations Plan, Annex A-31 ESSENTIAL OPERATIONS - WASTEWATER The following operations are deemed essential for the City of Iowa City to maintain critical operations. Wastewater collection and treatment OPERATIONS THAT CAN BE SUSPENDED - WASTEWATER The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: None REGULATORY REQUIREMENTS - WASTEWATER The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Continuity of Operations Plate„ Annex A-32 ESSENTIAL OPERATIONS - WATER The following operations are deemed essential for the City of Iowa City to maintain critical operations. Sampling/lab analysis Monitor and control distribution system Collect data for MOR Customer service/call center Facility maintenance Regulatory agency coordination Public information coordination Maintenance of mains fire hydrants and valves Repair water main breaks Utility locates for water and fiber OPERATIONS THAT CAN BE SUSPENDED - WATER The following services/operations can be suspended temporarily without causing immediate or irreparable damage to the City of Iowa City: Project management Grounds maintenance Water main replacement Mapping and inspection Installing new water mains Meter reading and investigating Water service taps New meter installations Billing pertaining to Water Division work REGULATORY REQUIREMENTS - WATER The following regulatory requirements may be difficult to fulfill during a pandemic: None Pandemic Influenza Contimttty of Operations Plan, Annex The following policies will be activated as part of the Pandemic Influenza Continuity of Operations Plan: 1. Employee Leave - a. Remind City employees re: importance of retaining accruals b. City policies as they current exist • LWOP—can it be extended for family illness? • FLMA— will federal guidelines change re: treatable condition? Can application be looked at on case -by -case basis? • Sick bank — can it be extended for family illness too? c. Determine "critical services" as per division/department • Can employees be "shared" depending on skill -set and/or need of operation? • Determine criteria for mandatory building openings and staffing 2. Flexible Work - a. Goal is to provide at least minimal services (division/dept. to determine critical services) b. US has developed the infrastructure for off -site work/access (internet and phone) c. Division/dept. may stagger work hours and/or days in order to cover needed services d. Re -assignment of employees may be needed between Division/dept. c. Because of re -assigned employees, work space may need to be shared 3. Healtb Care - a. Current City -held plan policy includes a deductible of $100 and the first two days per person per admission; a coinsurance payment of 10%; a maximum out-of-pocket of $500 per contract. Contact Human Resources for more detailed information and a copy of the Coverage Manual. b. EAP available on as -needed basis for employees and family members c. (Re-) Education of employees is needed on preventative measures, City policies as they stand, and the City's Pandemic plan 4. Travel Policies - a. If/when necessary, all travel would be suspended by City Manager and/or Department Head(s) b. Look at building "safe travel" policy/procedures, i.e. how to protect oneself, what to do if emergency situation occurs when you have traveled to, etc. c. As it is available use teleconferencing instead of traveling Pandemic bi(hienza Continuity qf0pewtions Plan, Annex A-34 RESTRICT WORKPLACE ENTRY OF PEOPLE WITH INFLUENZA SYMPTOMS During an influenza pandemic an effective way to limit the spread of disease is to ask infected individuals to remain home. During Stage 3-5 (Respond) the City of Iowa City will: 1. Notify employees they should not come to work if they are unwell, particularly if they are exhibiting any influenza symptoms. 2. Post notices at all workplace/facility entry points advising staff and visitors not to enter if they have influenza symptoms. 3. Advise employees to call their Department/Division if they become ill at home or work. 4. Provide Department/Division staff with protocol for employees who become ill (attached). 5. Ensure that ill employees have completed the required isolation period (guidance to be provided by the Johnson County Department of Public Health) and are healthy and no longer infectious before allowing them to return to work. Note that staff who have recovered from the pandemic influenza are less likely to be re -infected and should be encouraged to return to work. PROTOCOL FOR EMPLOYEES WHO BECOME ILL Advise employees that if a person feels ill, or if someone observes that another person is exhibiting symptoms of influenza at work, they are to contact Divisional staff by telephone if possible. Duties of Divisional staff: 1 1. Speak with the individual by phone. 2. Check if the employee has any influenza symptoms. (The Johnson County Health Department will provide a list of symptoms). • If the employee does not have any symptoms they are unlikely to have influenza and should be reassured and advised to call again later or to see their doctor if they are still concerned. • If the employee has influenza symptoms they should be treated as a "suspect influenza case." 3. Complete a Suspect Influenza Case Form (attached), and forward to Human Resources. 4. If the employee is at work provide them with a surgical mask and instruct them to put the mask on immediately. (This is to help protect other staff.). • Instruct employee to leave work. If possible, public transportation should be avoided. If public transportation is unavoidable, instruct the employee to keep the mask on and cough or sneeze into a tissue while traveling. 5. Advise the employee to contact a health professional. This may involve phoning the person's normal doctor or a specially designated center to seek advice. 6. Advise the employee on how long to stay away from work (the Johnson County Department of Public Health will provide isolation guidance). 7. Have the employee's work station cleaned and disinfected as indicated in Annex 7: Workplace Cleaning. &. The Johnson County Health Department may ask employers to 1) identify contacts (once an employee is suspected to be infected); 2) advise contacts that they have been in contact with a person suspected of having influenza; and/or 3) ask contacts to go home, and stay home until advised otherwise. (the Johnson County Department of Public Health will provide isolation guidance). 9. Advise supervisor of employee absence and need for cover. 10. Check on the employee during his/her absence from work. 11. Encourage employees to return to work once they have recovered. Pandemic Influenza Continuit>> of Operations Plan, Annex A-35 12. Have masks, tissues, and hand sanitizes available for use by all employees (placed on desks, by telephones, in rest rooms, etc.). Pandemic Influenza Continuity of Operations Plan, Annes A-36 SUSPECT INFLUENZA CASE FORM FOR MANAGEMENT OF STAFF WHO BECOME ILL AT WORK Details of affected employee Name: Date: ❑ Visitor Date of Birth: ❑ Employee Job Title: Worksite: Location of Isolation: Address: Telephone no: (Work) (Home) (Other) Symptoms noticed: ❑ Fever Time of fever on -set: ❑ Headache ❑ Dry cough Date and Time of on -set: ❑ Cold ❑ Body aches Date expected to return to work: ❑ Fatigue ❑ Other: Symptoms and isolation periods will be updated by the Johnson County Health Department as information becomes available following the emergence of a pandemic influenza virus strain. Where referred: Notes: Details of Reporter Name: o Job title: Telephone no.: '3 (Work) (Home) (Other) List on possible contagious contacts with phone numbers: Pandemic Influenza Continuity of'Operations Plait, Annex A-37 Throughout Stages 1-6 the City of Iowa City will need to provide accurate and up-to-date information to key audiences. The information dissemination plan describes who will develop and authorize content, audiences, messages, and the information dissemination strategy. RESPONSIBILITY AND AUTHORITY Content Development The following individuals and alternates will be responsible for creating and/or coordinating the development of content for communicating with employees, clients, the general public, suppliers and service vendors, and partners. Title Section/Unit Contact Information Primary/ Alternate Supervisor Document Services 356-5061 Primary Public Information Coordinator Public Works 356-5164 Alternate Approves Content The following individuals and alternates will be responsible for authorizing the content and information dissemination strategy. Title Section/Unit Contact Information Primary/ Alternate City Manager Administrative 356-5010 Primary Assistant City Manager Administrative 356-50I3 Alternate Public Works Director Public Works 356-5141 Alternate Finance Director Finance 356-5053 Alternate AUDIENCES The City of Iowa City will be responsible for providing information to the following audiences: • Employees - Phone trees for each department have been gathered. It is the responsibility of each Departmental Director to disseminate information throughout their divisions. • City partners • Product and service vendors • Clients/general public COMMUNICATION MESSAGES The City of Iowa City will provide ongoing information and guidance to the above audiences- employees, customers/clients/general public, and product and service vendors- throughout each stage. Important communication messages include: Pandemic Influenza Continuity of Operations Plan, Annex A-38 Stage 1-2 (Prepare) • General avian/pandemic influenza information • Components of the City of Iowa City's pandemic influenza continuity of operations plan • Infection control preparations made by the City of Iowa City • How to develop a personal/family disaster kit • Where to get information during an emergency (e.g. website, telephone information line) Stage 3-5 (Respond) • Activation of Stage 3-5 • Updates on the status of the pandemic • Policy changes • Infection measures to be utilized at work • Illness reporting • Job reassignments • Vendor product/supply needs • Services available to the public Stage 6 (Recover) • Activation of Stage 6 • Updates on the status of the pandemic • Job reassignments • Policy changes MODES OF DISSEMINATION Information will be disseminated to audiences throughout each stage using the modes of communication described below. Multiple strategies will be used to create redundancy and ensure that intended recipients receive messages. • Telephone Systems. External public information line, mass voice mail message, call -down tree • Electronic Systems*. Mass e-mail message, website posting, intranet posting. • In person. Meeting, presentation, training • Media- TV, Radio, Newspaper. Press releases, press conferences Pandemic In(lerenza Continuity of Operations Plan, dnnes A-39 Additional resources regarding an influenza pandemic can be found at: 1. Pandemic Influenza: Frequently Asked Questions www.flu.gov www.cdc.gov/HlNIflu 2. Pandemic Influenza: City of Iowa City Preparedness www.icgov.org 3. Pandemic Influenza Infection Control Strategies for Work & Home www.idph.state.ia.us/hlnl www.ready.gov www.johnson-county.com e.i Pandemic hifluen�a C017617111h' (?tOperations Plem, Annex A-40 Safeguarding the health of city employees, customers, vendors, and the public during an influenza pandemic is a key objective for the City of Iowa City. A variety of infection control measures, including heightened hygiene practices, social distancing, and infection control equipment may be utilized to slow the spread of disease. HYGIENE Employees will be educated and reminded of hygiene measures that help to limit the spread of disease. These include: • Use respiratory etiquette (e.g. covering cough or sneeze with a tissue or cloth). • Properly clean hands with soap and water or hand sanitizer regularly. • Avoid direct skin to skin contact with others, such as hand shaking hands. Substitute hand shaking with alternatives like waving, smiling, nodding, and bowing. • Keep work areas and home clean and disinfected. • Stay home when ill and do not send ill children to school or day care. • Masks and Nitrile gloves will be made available to City employees. Informational materials are provided in Annex 6. Informational Materials and can be distributed following the procedures in Annex 5, Information Dissemination Plan. The following hygiene measures will be taken to reduce the spread of disease: • Hand washing instructions will be posted in shared washrooms. • Cover Your Cough reminders will be posted in waiting rooms and common areas. • Magazines/papers will be removed from waiting rooms and common areas. - • Hand sanitizer will be available in waiting rooms and common areas. • Tissues and trash cans will be available in waiting rooms and common areas. SOCIAL DISTANCING The City of Iowa City has the ability to utilize the following social distancing strategies to reduce, close contact among individuals: C Telecommuting. Critical and/or necessary services and the ability or option for telecommuting will be determined by each department/division. ITS will build infrastructure that will allow/facilitate telecommuting. Teleconferences. Teleconferences can be held at City Hall, and will be done when appropriate. Staggering work shifts. Critical and/or necessary service, as identified by each department/division, will help dictate: 1. the number of employees who do not need to perform their work during the same time of the day and can be spread out in the 24 hours period (to be determined by each department/division), and 2. the number of employees who can work an extended number of hours in fewer days (to be determined by each department/division). Pandemic Influenza Contbsuity of Operations Plan, Awwx A-41 Face-to-face barriers. At present ICPD is the only department with an existing barrier that prevents direct contact with public. Each department/division will determine their ability to provide their services via telephone, internet or mail, and will re-organizc their internal structure appropriately. Employees who must have regular face-to-face contact with the public will be trained to minimize possibility of contagion and will be provided with masks, hand sanitizer and Nitrile gloves towards that goal. In effort to protect employees and public entering buildings the City will investigate possibility of requiring everyone who enters a building to don masks and/or Nitrile gloves. City will look into feasibility of putting "sneeze guards" (minimal barriers) in place at public service desks/windows. WORKPLACE CLEANING Building Maintenance personnel will be responsible for ensuring they have an adequate quantity of cleaning and disinfecting supplies. Staff will be educated regarding cleaning and disinfecting workplace areas. This includes: • Read and follow all labels and directions. • Use the recommended personal protective equipment (PPE). • Mix properly if using a diluted solution. • Review any "contact times" as these are important for proper disinfection. • Disinfect phones, workstation area and counter top space. • Disinfect keyboards, mouse and pad (may need a disinfectant that is designed for office equipment, check with ITS). • Disinfect office chairs. • Use alcohol based cleaner in between washing with soap and water. • Use sanitizing wipes on non -porous surfaces. Ij Pandemic Influenza Conlinstiip ofOperafians Plan, Annex A-42 TO: Chief Dustin Liston FROM: Sgt. Paul Batcheller RE: December 2020 Use of Force Review DATE: January 22, 2021 The Iowa City Police Department policy requires an employee to complete a written report for any reportable use of force. Reportable use of force is defined in the Department's General Order 99-05, which is titled Use of Force and available for public viewing on the department's website. This policy provides employees with guidelines on the use of deadly and non -deadly force. Upon receipt of the report, the supervisor is responsible for completing an administrative critique of the force. This process includes interviews with involved employees, body worn and in -car camera review, review of any additional available video, and review of written reports. The employee's use of force report and the supervisor's critique is then forwarded to the Captain of Field Operations and the Chief of Police for final review and critique. On a monthly basis, the previous month's use of force reports and supervisor critiques are reviewed by an administrative review committee consisting of a minimum of three sworn personnel. This Use of Force Committee consists of two supervisors as designated by the Chief of Police and one officer, typically a certified use of force instructor. The Use of Force Review Committee met on January 21, 2021. It was composed of Sgt. Batcheller, Sgt. K. Bailey, and Officer Farrell. For the review of submitted reports in December, the Review Committee documented the following: • 39 individual officers were involved in 16 separate incidents requiring use of force. • There were no documented cases of an officer exercising his/her duty to intervene and the review of the incidents did not indicate that an officer failed their duty to intervene. • Out of the 16 uses of force, I 1 involved force being used against a person. The other 5 were animals being euthanized by an officer. 10 • Out of the 39 officers involved in the 16 uses of force, minor injuries were sustain o officer and one suspect. • No violations of policy were noted during this review period. • Out of the 11 uses of force against people, arrests were made 8 times (73%). SO (K • Mental health was identified by officers as being a factor in five of the uses of force usoalnst�0 N persons(45%). • Drugs and/or alcohol was identified by officers as being a factor in six of the uses of force against persons (55%). • Out of the 11 times force was used on a person, four were identified as White (36%) and seven were identified as Black (64%). 0 Out of the 16 uses of force, the average number of officers involved in the force was 2. • In total during this time period, the ICPD had 4,052 calls for service with 16 calls for service resulting in force being used (.39%). It is noted that 5 of the 16 uses of force involved animals and not humans. The highest level of force in each incident is reflected below along with the year-to-date: Force Used December 2020 Occurrences 2020 Year -to -Date Hands-on 4 100 Taser Display 1 12 Taser Discharge 0 10 OC Spray Deployment 1 8 Firearms Mplay 5 37 Firearms Discharge 0 0 ASP Striking 0 0 Officer Striking/KickingStriking/Kicking 0 2 Animals Euthanized by Officer 5 37 Special Response Team Callouts 2 6 Vehicle Pursuits 0 1 Officer Injuries 1 24 Suspect Injuries 1 19 Reports to U.S. DOJ 0 0 Total Use of Force incidents to date equal 209. Total calls for service in the same period equals 67,535. This results in a year-to-date use of force being deployed in .31%of our total year-to-date calls for service. WILED JAN 21 t0" City Clerk Iowa City, Iowa IQWA CITY ,WA CITY POLICE DEPARTMENTUse of Force `fIOWA CITY i t ort P�GICE December 1' I I F�`•I` Watch Date Incident Incident Arrest Force Used Occurred Number type Made and YIN Officers Involved SRT 1213 2020007823 High -Risk Y Members of the Iowa City Search Metro Special Response Warrant Team executed a high -risk search warrant in follow-up to area shootings. Weapons were displayed during the service until the scene was safe without incident or additional force. No injuries. SRT 1213 2020007824 High -Risk Y Members of the Iowa City Search Metro Special Response Warrant Team executed a high -risk search warrant in follow-up to area shootings. Weapons were displayed during the service until the scene was safe without incident or additional force. No injuries. Evening 12/4 2020007863 Mental N Officers responded for a Watch - four Health person suffering a mental officers health crisis who was also using drugs and intoxicated. Officers used de-escalation techniques, but the person resisted by pulling away then attempted to punch paramedics with her fists. The person continued to .; swing her arms and kick her feet trying to hit officers. Four officers held her arms and JAR 2 loll legs down to prevent her from assaulting them and was then G erk placed in soft restraints and Iowa City: Iowa December 2020 Use of Force Report taken to the hospital for evaluation. No in juries. Day Watch 12/5 2020007876 Sick or N Injured deer shot and killed by — one Injured officer. officer Animal Day Watch 12(7 2020007911 Sick or N Sick raccoon was shot and — one Injured killed by officer. officer Animal Late Night 12/9 2020007970 Armed Y Officers responded to a Watch — Robbery business for an Armed one officer Robbery. One officer observed a male holding a knife near the counter. The officer drew their sidearm and ordered the person to drop the knife and walk outside. The person complied and was arrested without any injuries. Day Watch 12110 2020007986 Mental N Officers responded to a local —two Health business for a subject acting officers abnormally. Officers arrived and recognized the person was suffering a mental health crisis and called for paramedics. Officers attempted de-escalation, but the subject spit in an officer's eye and continued kicking with his legs and swinging his arms at officers. The subject was ordered to lay down so the officers could handcuff him safely and he cooperated. Once cuffed, he was assisted to his feet and sat dawn on a gurney. The subject's demeanor suddenly changed and he spit into an A% 2 7 1011 officer's face. The subject continued attempting to City CieM assault officers and ova City, iO\Na paramedics and was held down to avoid injuries. The subject was taken to the hospital and turned over to their care. The subject December 2020 Use of Force Report suffered minor abrasions to his stomach from laying on the ground, but was otherwise uninjured. No injuries to officers. Evening 12/17 2020008120 Sick or N Injured deer shot and killed by Watch — Injured officer. one officer Animal Evening 12/19 2020008167 Sick or N Injured deer shot and killed by Watch — Injured officer. one officer Animal Late Night 12/20 2020008175 Domestic Y Officers responded to a Watch — Assault domestic abuse assault and a one officer subject warned officers if they came inside, he would shoot himself. One officer initially drew their Taser, but transitioned to a handgun after the threat of a gun along with a long history of weapons with this subject. The subject came to the door with a handgun to his own head threatening to shoot himself and officers backed off and utilized de-escalation. Minutes later, the subject came out of the house unarmed and was taken into custody. One officer pointed their weapon at the subject until it was confirmed he had no weapons. No injuries. Day Watch 12/22 2020008249 Assist Y Other agencies were in — two Other pursuit of a car reported to officers Agency police to be involved in an abduction. The pursuit came toward Iowa City and one officer safely set up stop sticks. The driver saw the 1�1 stop sticks and stopped. The Jai 2� driver sat in their car and C1�Y Uer N ignored commands to exit. C ty, i Officers approached with towa weapons drawn toward the vehicle and the suspect December 2020 Use of Force Report complied and was taken into custody without further incident. No injuries and no ICPD officers involved in the pursuit. Late Night 12/24 2020008272 Traffic Y Officers responded to a traffic Watch — Crash crash. As they arrived, the two officers driver took off running and was found lying on the ground a short distance away. The subject was intoxicated and not cooperative, so officers attempted to de-escalate. They assisted the suspect to his feet and the suspect immediately tried to pull away and run and officers had to grab the suspect's arms and legs and take him to the ground while giving verbal commands to stop resisting. Once on the ground, the suspect was handcuffed. The suspect had cut his head either during the crash or after running from officers and diving to the ground, but was not injured during the force used by officers. He refused medical treatment and was arrested for OWL Day Watch 12/26 2020008292 Sick or N Injured deer shot and killed by — one Injured officer. officer Animal Day Watch 12/27 2 220008 006 Theft Y Officers responded for a theft —two and the suspect was told he officers was under arrest. He then attempted to run from two officers and the officers grabbed the suspect's JAN 21 TO clothing to hang onto him. GlefK The suspect ignored tfl, u commands to stop and had to -ara G�ty, be taken to the ground by the officers. One of the officers cabbed the suspect to slow December 2020 Use of Force Report the suspect's descent to the ground to try and avoid/minimize injury. Once on the ground, the suspect ignored multiple attempts at de-escalation and continued trying to stand back up to run away or assault officers. One of the officers used pepper spray and the spray was effective, but the suspect continued trying to pull away and the officers had to force the suspect's hands behind his back to get him handcuffed. The suspect sustained minor abrasions to his face, but refused medical treatment for that and the pepper spray exposure. One officer sustained a minor injuryto their hand. Evening 12131 2020008385 Assault Y Officers responded to a Watch — residence for a report of an three individual who had been officers stabbed. Officers located the individual who had committed the assault and transported the suspect to the Police Department. While at the police department the suspect attempted to disarm an officer when she was allowed to use the restroom. Officers grabbed the individual and pulled her arms behind her 2 2 Z021 back to control her. She was JAN seated and secured by G-. Gie handcuffs on a holding bench ona Gity. to further control her movements. There were no injuries to the officers or suspect. Evening 12131 2020008390 Mental N Officers responded for a Watch — Health person having a mental crisis who was threatening his December 2020 Use of Force Report three parents with a knife. Three officers officers responded and attempted de-escalation, but the subject continued to lunge toward his mother and officers with knives. Officers grabbed onto the subject and took him to the ground, but he continued ignoring commands and attempted to assault officers and kept trying to escape. One officer sprayed the subject with pepper spray and the spray was immediately effective and the subject stopped resisting and cooperated from then on. The subject was given first aid to decontaminate from the spray and declined further medical attention. No injuries to anyone involved. FF JAN 2 7 2021 C I q Clem Iowa City. 10'W' December 2020 Use of Force Report Chris Olney From: amy.charles <amy.charles@protonmail.com> Sent: Saturday, January 23, 2021 8:04 AM To: *City Council; Dustin Liston; Community Police Review Board Cc: melissa.schooley@greatwesternbank.com; eclenz@gmail.com; Mark Barrett; Kroon, Linda S; adam-robinson@uiowa.edu; lizb@icadv.org; sarah-e-watson@uiowa.edu Subject: IC police review board: waffling on police domestic abuse RISK Dear people, I want to raise the profile of a conversation occurring within the Community Police Review Board: https://Iowacity.novusagenda.com/AgendaPublic/AttachmentViewer.ashx?AttachmentlD=8058&ItemI D=4858 Member Amanda Nichols proposes adding language to the ICED General Orders on domestic abuse to the effect that if an Iowa City police officer is convicted of domestic abuse, they're fired. Sounds reasonable. At least two other CPRB members, however, push back on that, in effect saying, well, maybe the domestic abuse isn't that bad, and what about second chances. Here's Iowa Legal Aid's definition of "domestic abuse": -It can be: • Pushing, hitting, kicking, holding, or shaking. • Unwanted sexual activity. • Other physical contact that could hurt you or is meant to hurt you. • Threatening you with a weapon. • Threats to hurt you, if there is the ability to carry out the threat. • Most of the time, verbal abuse alone is not considered an assault under the domestic abuse laws. Our new, community -aware police chief is in attendance at this meeting, and board members ask him to bring back info on Iowa law and current ICPD practices regarding DV and termination; they'll take up the matter again at the next meeting. I don't see anything in these minutes where Chief Liston says something to the effect of, "Just so you know, I'll support the sentiment in the proposed amendment before Council. I don't think'do-overs' are appropriate for police officers who've recently been convicted of domestic abuse. Domestic abuse is a serious violent crime." I do not want an officer showing up here who's been convicted of domestic abuse within the last several years. Even if the offense is well in the past, but the person has not gone through extensive counseling and rehabilitiation, I still do not want that person showing up at my door in uniform, gun on hip. Should violent offenders have the chance to rehabilitate? Sure. But if you have a violent offense in your background within some number of years, you shouldn't be in a public -trust job that by definition involves violence: you've already shown you don't have the self-control for the job or adequate respect for the public you serve, and you haven't had time to understand your own violence, internalize respect for others, and develop a practice of self-control. How many victims of DV are there in this area, and what must it mean to have the force of the law show up at your house, saying, "Hello, we've sent you another person who recently attacked their partner, only this time clothed in the uniform of the law, because we figured their career is more important than the threat to you"? If the current General Order language is amended with "but we'll count the first time you attack your partner as a 'mistake' we can let go," how are residents supposed to believe the police and courts will take DV calls and restraining orders seriously? The policy should be clear: if you commit a criminal act of violence and are convicted, your police career in Iowa City is over for the foreseeable future, and we will make clear the reason for termination to whatever official national database exists or any other policing force that asks for a recommendation of employment. Perhaps -- and this is a non -expert view -- if you want back in, you might demonstrate rehabilitation over some period of years to a civilian agency, and reapply. But I don't think there's any circumstance under which someone convicted of domestic abuse should have a right to a police career. CPRB guidelines also plainly need some consideration, and it sounds like CPRB itself can use some DV training. I must say, this is quite a path Iowa City's taking with police reform. First a Geoff presentation and 200-plus-page report that somehow manage not to talk much at all about racism, outsource anti -racism training to non -City groups, shift focus to mental health, and want to leave police budgets and staffing untouched; now a CPRB that wants to diminish the seriousness of an officer's conviction of domestic abuse, and a new police chief who doesn't seem to speak up promptly against that. And after such a promising start over the summer. It seems we've got a ways to go. Sincerely, Amy Charles Iowa City OPS-14.1 IOWA CITY OF 101V V � etlEys POLICE Original Date of Issue General Order Number October 8, 1999 99-10 Effective Date of Reissue Section Code November 20, 2020 1 OPS-14 Reevaluation Date Amends November 2021 C.A.L.E.A. Reference 1.2.7, 55.1.1, 55.1.3, 55.2.3 (see "INDEX AS:") INDEX AS: Domestic Abuse Domestic Violence Domestic Violence Reports Domestics No Contact Orders Protective Orders I. PURPOSE The purpose of this General Order is to establish policy and procedures for officers in response to all domestic violence or domestic abuse calls reported to the Iowa City Police Department. Officers shall be expected to do the following: • Afford protection and support to adult and child victims of domestic violence. • Promote the safety of law enforcement personnel responding to incidents of domestic violence. • Establish arrest and prosecution as a preferred means of police response. • Complete thorough investigations and effect arrest of the primary physical aggressor upon the establishment of probable cause. • Officers should not arrest a person who acted in self-defense as defined by Iowa Code Section 704.3. OPS-14.2 • Take appropriate action for any violation of any permanent, temporary, or emergency orders of protection. • Provide victims or witnesses of domestic violence with support and assistance through cooperative efforts with community stakeholders in order to prevent further abuse and harassment or both. II. POLICY It is the policy of the Iowa City Police Department to provide a proactive, pro -arrest approach in responding to domestic violence. The primary focus shall be on the safety of the victim, officers, and others in proximity of the crime, followed closely by perpetrator accountability. The law enforcement officer should follow all policies and procedures of this agency to complete a thorough investigation and analysis of the complaint with the goal of arresting the person(s) committing an act of domestic violence and who were not acting in self-defense. III. DEFINITIONS A. "Domestic abuse assault' means an assault, as defined in Iowa Code Section 708.1, which is domestic abuse as defined in section 236.2, subsection 2, paragraph "a", "b", "c", or "d". B. Iowa Code Chapter 236.2: 2. "Domestic abuse" means committing assault as defined in section 708.1 under any of the following circumstances: a) The assault is between family or household members who resided together at the time of the assault. b) The assault is between separated spouses or persons divorced from each other and not residing together at the time of the assault. c) The assault is between persons who are parents of the same minor child, regardless of whether they have been married or have lived together at any time. d) The assault is between persons who have been family or household members residing together within the past year and are not residing together at the time of the assault. e) The assault is between persons who are in an intimate relationship or have been in an intimate relationship and have had contact within the past year of the assault. In determining whether persons are or have been in an intimate relationship, the court may consider the following nonexclusive list of factors: The duration of the relationship. The frequency of interaction. Whether the relationship has been terminated. OPS-14.3 The nature of the relationship, characterized by either party's expectation of sexual or romantic involvement. A person may be involved in an intimate relationship with more than one person at a time. C. "Family or household members" means spouses, persons cohabitating, parents, or other persons related by consanguinity or affinity. "Family or household members" does not include children under age eighteen. D. Intimate relationship means a significant romantic involvement that need not include sexual involvement. An intimate relationship does not include casual social relationships or associations in a business or professional capacity. E. Primary Physical Aggressor: Officers shall, with or without a warrant, arrest the primary physical aggressor for domestic abuse assault if upon investigation, including a reasonable inquiry of the victim and other witnesses, if any, the officer has probable cause to believe the assault: b) Resulted in a bodily injury c) Was committed with intent to inflict a serious injury d) Involved the use or display of a dangerous weapon in connection with the assault e) Was committed by impeding the victim's normal breathing or circulation of the blood by applying pressure to the victim's throat or neck or by obstructing the nose or mouth of the victim. f) Was committed by impeding the victim's normal breathing or circulation of the blood by applying pressure to the victim's throat or neck or by obstructing the nose or mouth of the victim and causing bodily injury. See Iowa Code Section 236.12(2) paragraphs "b", "c", %F, "e", and "f'. Considerations relating to an officer's determination of the primary physical aggressor are set forth in Iowa Code Section 236.12(3). In identifying the primary physical aggressor, otherwise stated predominant aggressor, a peace officer shall consider the need to protect the victims of domestic abuse, the relative degree of injury or fear inflicted on the persons involved, and any history of domestic abuse between the persons involved. The officer's identification of the primary physical aggressor shall not be based on the consent of the victim to any subsequent prosecution or on the relationship of the persons involved in the incident, and shall not be based solely on the absence of visible indications of injury or impairment. A. Discretionary Arrest: Officers may, with or without a warrant, arrest a person for domestic abuse assault where an assault has been committed which did not result in any injury to the victim. OPS-14.4 F. Pro -Arrest Response: The expectation that officers shall arrest a person unless there is a clear and compelling reason not to arrest (such as a self- defense determination or lack of probable cause). Notwithstanding the provisions of Iowa Code Chapter 236.12, officers shall arrest offenders in cases of domestic assault not resulting in injury to the victim unless all of the following conditions are met: a. The officer believed the victim has suffered no injury b. There is no indication further abuse will take place c. No weapons were used or displayed d. The circumstances of the case suggest that neither justice nor domestic abuse prevention would be served by an arrest, and e. The decision not to arrest is reviewed and approved by a supervisor on d uty. IV. PROCEDURES Procedures for the following qualifying factors are included in this protocol: A. Officer Approaching the Scene B. Officer Responsibility at the Scene C. Enforcement of No -Contact / Protective Orders D. Written Reporting E. Notification of Rights F. Follow-up Investigation / Domestic Violence Investigator G. Victim Safety and Protection H. Hostage Situations I. Officer Training J. Officers Charged with Domestic Abuse A. OFFICER APPROACHING THE SCENE 1. Domestics are a high priority call. Officers will respond immediately with due consideration of the information available and coordinate their approach. Two officers should be dispatched to any domestic call -three officers' is preferred. 2. Remain in contact with the dispatcher, requesting assistance, (see "Communications" section above) information and updates as needed. If protective orders are in force, then verification and clarification should be obtained from the county sheriffs department. (See "protective orders" section below.) 3. Remain alert for suspect leaving the scene. B. OFFICER RESPONSIBILITY AT THE SCENE When officers respond to a call for assistance at the scene of a domestic abuse incident, they shall: F*Tg- ! 1. Approach the scene safely, and in an alert manner. 2. Identify yourself and give an explanation of your presence. Request entry into the home when conditions permit. When permission is freely and voluntarily given by either party, a search of the premises may occur. 3. When entry is refused, exercise persistence in gaining entry based on the request for assistance received by the department. Request communications re-establish contact with the complainant, if it has been lost, and reassess the situation. If entry continues to be refused, contact the watch commander/supervisor for further guidance if circumstances permit. 4. Forced entry may be allowed when probable cause exists to suspect that a felony is occurring, has just occurred, or that a life is in danger. In evaluating the need for forced entry, the officer (s) must consider the degree of urgency versus requesting a warrant, the possibility of danger, whether the suspected offense involved violence and whether the belief exists that persons may be armed. (See exigent circumstances analysis in Use of Force G!O) 5. In incidents where a suspect has vacated the scene, and probable cause exists for an arrest, a complaint and affidavit shall be prepared immediately, and forwarded to a judge for a request for issuance of an arrest warrant. However, an officer may arrest a violator within the first 24 hours of an incident without a warrant. (See Iowa Code Section 236.11) 6. Restore order. 7. Take control of all weapons known to be used, or used in a threatening manner, and safely store them. (See Seizure of Weapons, Iowa Code Chapter 809.) Iowa Code Section 809.1(1)(c) defines seizable property as "... property which if not seized by the state poses an imminent danger to a person's health, safety or welfare." When weapons are seized, the officer shall notify a supervisor of the seizure prior to the officer going off d uty. 8. Assess the need for medical attention, and call for assistance if warranted, and whenever requested by the victim. The officer shall assist the victim in obtaining transportation to the nearest hospital if requested. 9. Determine complainant, separating all parties if possible, including suspect, victim, children, and other witnesses. 10.Interview all parties. If necessary, reasonable efforts should be made to obtain a translator. 11.Following interviews, a conference of the responding officers should occur, if necessary, with the goal of arriving at a consensus for determining whether to arrest. Apply appropriate Chapter 236, Domestic Abuse criteria in making the decision to arrest. If consensus or a determination is not made, a supervisor shall be called to assist. When an officer is solo in responding, they may confer with a supervisor as needed. Identifying the primary physical aggressor is necessary, as persons acting in self-defense are exempt from this mandatory arrest. 12. If probable cause exists, arrest the suspect. Read suspect Miranda rights. Place individual in custody. Field release or issuing of citations are not allowed in the event domestic abuse has occurred. This applies to either 1 OPS-14.6 both arrest for domestic abuse, related charges and / or violations of protective orders. If possible, immediately transport suspect to jail. Factors that tend to support a finding of probable cause for arrest include: physical injuries (including bruises or cuts); disheveled clothing or furniture; a victim's credible statements or visible fear; credible statements of witnesses, including children; and previous calls to the home. If probable cause exists, an arrest shall be made, regardless of the stated wishes of the victim or the apparent use of alcohol or drugs by either the victim or abuser. 13.If a child is present during an incident of domestic assault in which charges are filed, a mandatory report shall be made to the Department of Human Services. Any time a companion charge of "Child Endangerment" is made, Department of Human Services must be contacted. Notification shall include contacting DHS by phone prior to the end of the watch and forwarding copies of the written report. Reports should include names and DOB of all children present as well as an account of where they were at time of assault, what they saw, and/or heard. 14. Collect and record evidence, including torn clothing, broken objects, etc. 15. Photograph the following: a. Victim in a full body picture (front and back). b. Victim's specific injury(s). c. Children. d. Scene, including broken objects, weapons, general disarray, etc. e. If possible, the suspect's full body and any injuries, in addition to the mug shot. f. When photos are taken at a domestic incident, the evidence sheet should be marked as a domestic along with the incident number being noted g. When the property manager receives photos from a domestic incident, they shall be forwarded to the domestic abuse investigator. 16.When an arrest causes a child(ren) to be without a primary caretaker, Department of Human Services shall be contacted immediately to determine an appropriate caretaker. Officers are responsible for the care of children until such time they are relieved of this obligation by DHS. 17. Upon filling out the complaint, the officer will also complete the victim section of the incident report, making sure to include name, address, DOB, SS#, sex and race. A photocopy of the incident report containing this information will be attached to the complaint. 18.Officers should follow the guidelines in SOG 18-08 when dealing with involved parties that have limited English proficiency, are deaf, or hard of hearing. C. ENFORCEMENT OF NO -CONTACT / PROTECTIVE ORDERS Violation of a no -contact order or protective order shall be vigorously enforced. If an officer has reason to believe that domestic abuse has occurred, the peace officer shall ask the abused person if any prior orders exist, and shall contact the twenty-four hour dispatcher to inquire if any prior orders exist. OPS-14.7 If an officer has probable cause to believe that a person has violated a no - contact / protective order the officer shall arrest the person. If an officer has probable cause to believe that a person has violated a no - contact / protective order and the officer is unable to arrest the person, the officer shall issue a warrant of arrest as soon as possible and before the end of the duty day. D. WRITTEN REPORTING Officers shall complete reports for all cases involving current or past intimate or domestic relationships. Officers shall also complete a report where elements of stalking or potential risk to the victim, their family, or the public are reported to the police department. Written reports should be factual, specific and clear so as to present an accurate portrayal of the domestic abuse incident. Written documentation that will be made as a result of a domestic abuse arrest are the complaint and affidavit, a supplementary information report narrative, Iowa City Police Incident Report Form, and the Domestic Abuse Reporting Form. All officers present at a domestic shall complete a report including narrative detailing their observations. In instances where there is a no locate, or the call was incorrectly classified as a domestic, the primary officer shall complete a report detailing the circumstances and identifying the correct call classification. All reports involving a domestic or originally classified as a domestic, or involving the violation of a domestic abuse no contact order shall be forwarded to the Department's domestic abuse investigator. Officers shall make a good faith effort to utilize the Ontario Domestic Assault Risk Assessment (ODARA) when applicable. If an arrest is made, the ODARA shall be completed prior to the defendant's initial appearance and officers shall include the ODARA score (e.g. "ODARA = 4") in the affidavit portion of the criminal complaint. If the officer fails to record the score on the complaint and the complaint is submitted, the officer shall write the score on the original complaint at the jail, and subsequently ensure the same writing on all other copies of the complaint. Reports will include the documentation of use and scores from the ODARA. Reports will, at a minimum, contain narratives which will include the following information: 1. Full names of parties involved, including dates of birth of the suspect and victim 2. Address and phone numbers for the victim, witnesses and those present, including the address and phone number of the location where the victim will be staying 3. Reports should include names and DOB of all children present as well as an account of where they were at time of assault, what they saw, and/or heard 4. The relationship of the victim and suspect 5. Location of the assault 6. Whether no contact orders are known to exist 7. A description of the scene 8. Weapons used 9. Whether a 9-1-1 call was received 10. Documentation of injuries of all parties injured 11.If alcohol is involved, the result of any PBT given to the suspect and victim 12. Whether they received medical treatment 13.An indication of whether the victim was presented their rights 14.Excited utterances should be recorded in quotation marks. Other statements may be directly recorded or summarized. The demeanor, spirit and physical description of the suspect should be noted along with that of the victim 15.If the officer is aware of pending domestic charges, note that fact in the narrative 16.If the in -car or body -cam recording system was activated 17. Care should be taken by officers to ensure that location information for the victim subsequent to the offense is not contained in police reports If the victim suffered restriction of the airway or blood flow during the assault, an officer must complete the "Domestic Abuse Assault Impeding Airway / Circulation Supplemental Report." E. NOTIFICATION OF RIGHTS Chapter 236.12 identifies victim rights which must be provided to the victim in writing and / or verbally. The Iowa City Police Department will routinely present the victim their rights in written and verbal form. Officers at the scene will present the victim a printed copy of their rights (Domestic Abuse Notification of Rights form) and request the victim sign the sheet. One copy of the form should be left with the victim and the other included with the domestic abuse supplemental report and narrative. F. FOLLOW-UP INVESTIGATIONS / DOMESTIC VIOLENCE INVESTIGATOR All domestic abuse reports shall be completed by the end of the officer's duty day and forwarded to the Domestic Violence Investigator (DVI) for follow up. The DVI shall perform follow up investigations on all domestic abuse cases in Iowa City. The DVI shall attempt to make contact with the victim in each case and may further the initial investigation by gathering additional evidence, conducting any follow up interviews, obtaining the 911 dispatch call recording, obtaining medical records, taking follow up photos, and completing any other tasks as necessary. The DVI will also conduct risk assessment and safety OPS-14.9 planning on a case by case basis. The DVI will work with the Johnson County Attorney's Office to assist with prosecution as needed. The DVI should conduct in person follow ups if possible, especially with strangulation charges, and subsequent offender cases. The DVI will be a member of Coordinated Community Response Teams (CCRT's) and will provide meaningful participation where efforts are aimed at reviewing and revising local policies and procedures to reflect current realities and needs in the community, and reducing domestic violence related homicides. The DVI will be a member of the Domestic Abuse Response Team (DART) and will work in cooperation with the Domestic Violence Intervention Program (DVIP), and other victim services in the community to provide service, support, safety, and advocacy to victims of domestic abuse. The DVI will also be a member of the Domestic Abuse Investigation Team (DAIT) joined with the county attorney's office and other local law enforcement agencies. The DVI will additionally complete, on time, all necessary performance reports and submit any required grant applications in a manner and quality which will earn the continuance of grant funding provided to the City of Iowa City for the position. G. VICTIM SAFETY AND PROTECTION 1. Officers shall work with community resources and advocacy agencies to connect victims and their children with appropriate services. 2. The officer designated as principal contact for the victim, shall inform the victim of confidentiality policies and their limitations, and ensure that confidentiality is maintained throughout the case. 3. All officers shall be aware of possible victim/witness intimidation or coercion and the increased danger when the victim leaves an abusive partner. The designated principal contact shall assist the victim and children in safety planning and caution the victim to be alert to stalking activities. 4. If an officer suspects intimidation or coercion of the victim/witness is occurring, the officer shall prepare a written report to be delivered immediately to the investigator in charge of the case through the chain of command. a. In order to determine whether the victim/witness is being intimidated or coerced, the investigator in charge shall seek out secondary sources of information. b. Given the possibility that a victim will recant or choose not to participate in court proceedings, supplemental evidence shall be sought out and preserved. H. HOSTAGE SITUATIONS As a hostage situation becomes apparent to the investigating officer, and / or EGO, the watch commander / supervisor shall be immediately notified. Following an assessment of the circumstances, a determination shall be made as to OPS-14.10 strategy for resolution of the call. Special Response Team (SRT) and/or Crisis Negotiation Team (CNT) protocol and personnel may determine this strategy. I. OFFICER TRAINING In addition to initial domestic abuse training at the Iowa Law Enforcement Academy, the Iowa City Police Department will routinely offer training in regard to domestic abuse. Training will be provided by both in-house staff, as well as utilizing outside authorities as available. J. OFFICERS CHARGED WITH DOMESTIC ASSAULT Concerning application of Iowa Law, should a law enforcement officer be arrested for domestic abuse, they will be treated equitably as would any other citizen. Likewise, the Iowa City Police Department will adhere to the Federal Lautenberg Amendment concerning the possession of firearms should a domestic abuse conviction occur, within this jurisdiction, or any other within the United States. In responding to a domestic abuse call for assistance, should it be known that any sworn officer of this or any other law enforcement agency, in or out-of-state, is identified as a suspect, the watch commander / supervisor will be immediately notified. If the person arrested / suspected is not an Iowa City Police Officer, the watch supervisor will notify that officer's department. Additionally, the watch commander / supervisor shall be notified if any other employee of the Iowa City Police Department is arrested for domestic abuse. Following any of these notifications, the appropriate division commander will be contacted. In the event that any officer or employee of the Iowa City Police Department is arrested for domestic abuse, or involved as a victim of a domestic assault, or is a suspect but not arrested for a domestic assault, appropriate referrals for services and assistance will be made. Internal Investigations will be conducted as warranted. A copy of the report on such an incident shall be forwarded to the Office of the Chief of Police. Denise Brotherton, Interim Chief of Police OPS-14.11 This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of a higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. Chris Olney From: orville.townsend@hotmail.com Sent: Tuesday, January 19, 2021 6:12 PM To: Chris Olney Cc: Orville Townsend Subject: Fwd: Question regarding police officer conviction of domestic violence Attachments: We sent you safe versions of your files; Iowa Code 501.6.2.pdf C� Chris: Since this topic came up during the meeting please share it with members. Thanks, Ory Sent from Tohsoft.Mail for mobile ----Forwarded Message---- From: Dustin-Liston@iowa-city.org To: orville.townsend@hotmail.com Date: 05:57 PM Subject: Question regarding police officer conviction of domestic violence Mimecast Attachment Protection has deemed this file to be safe, but always exercise caution when opening files. Orville, The Iowa State Code will revoke an officer's certification upon conviction of a felony or domestic abuse. I have attached the applicable section of the code. Please pass this on to the other members of the CPRB. Thank you, EC Disclaimer DuzTIN LISTON CHIRP OF POLICE IOWA CITY POLICE DEPARTMENT (319)-3S6-SZ'71 The information contained in this communication from the sender is confidential. It is intended solely for use by the recipient and others authorized to receive it. If you are not the recipient, you are hereby notified that any disclosure, copying, distribution or taking action in relation of the contents of this information is strictly prohibited and may be unlawful. IAC Ch 6, p.l 501--- 6.2(80B,80D) Grounds for revocation. 6.2(1) Mandatory revocation. The council shall revoke a law enforcement officer's certification or a reserve peace officer's certification if: a. The law enforcement officer or reserve peace officer pleads guilty to or is convicted ofa felony; b. The law enforcement officer or reserve peace officer manufactures, sells, or conspires to manufacture or sell an illegal drug; C. The law enforcement officer or reserve peace officer pleads guilty to or is convicted of domestic abuse or other offenses stemming from domestic abuse. 6.2(2) Discretionary revocation. The council, at its discretion, may revoke or suspend a law enforcement officer's or a reserve peace officer's certification under any of the following circumstances: a. The law enforcement officer or reserve peace officer has been discharged for "good cause" from employment as a law enforcement officer or from appointment as a reserve peace officer. b. The law enforcement officer or reserve peace officer leaves, voluntarily quits, or the officer's position is eliminated when disciplinary action was imminent or pending which could have resulted in the law enforcement officer being discharged or the reserve peace officer being removed for "good cause." c. The law enforcement officer or reserve peace officer: (1) Makes, tenders, or certifies to a material false statement in a document prescribed by the academy or otherwise provided for or authorized by these rules, or in any other document intended to induce the academy or the Iowa law enforcement academy council to take or withhold action. (2) Falsifies or makes misrepresentations on an employment application submitted to any Iowa law enforcement agency or any other public document required to be completed by the officer. (3) Testifies falsely in any court of law or administrative hearing. (4) Pleads guilty to or is found guilty of a crime, or an internal affairs investigation substantiates an act by the officer involving moral turpitude as defined in 501—subrule 2.1(5), including but not limited to: 1. Income tax evasion; 2. Perjury, or its subornation; 3. Theft; 4. indecent exposure; 5. Sex crimes; 6. Conspiracy to commit a crime; 7. Defrauding the government; 8. Assault; 9. Stalking; and 10. Any offense in which a weapon was used in the commission of a crime. (5) Uses or possesses an illegal substance other than in connection with official duties. (6) Fails to comply with the requirements of 501--Chapter 8 and 501—Chapter 10 relative to in-service training. (7) Is decertified in any other state where the law enforcement officer or reserve peace officer may be certified. d. The law enforcement officer has failed to reimburse the employing agency for costs incurred by that agency, including fees paid to the academy, clothing vendor costs, meal costs, uniform/equipment costs, and the officer's salary paid during the academy if the officer leaves that agency and is employed by another law enforcement agency within a period of four years following completion of the certification training, under the following conditions: (1) A written agreement or contract of employment must be entered into by the officer and the employing agency contemporaneously with the date of employment. The agreement shall specifically provide for the reimbursement to the employing agency by the officer of the costs of training incurred by the employing agency, including fees paid to ILEA, clothing vendor costs, meal costs, unif irmlequipment costs, and the officer's salary paid during the academy. The agreement must: I. Specify the amount of reimbursement that the officer agrees to pay; Ch 6, p.2 IAC 2. Set forth the time period within which this reimbursement will be made, which shall be on a declining scale similar to the provisions of Iowa Code section 384.15(7); 3. Contain a statement that if reimbursement is not made in accordance with the agreement, the officer understands that the employing agency may at its option seek the officer's decertification as an Iowa law enforcement officer; and 4. Contain a provision to the effect that the agreement or contract of employment is for bona -fide employment of the officer and not for the purpose of achieving certification for the officer by way of "sponsorship" through the academy. (2) A recommendation for decertification must be verified under oath by the administrator of the employing agency with which the officer contracted under this rule; and 1. Have attached a copy of the agreement referred to in subparagraph (1) above; 2. Include an order of judgment from a small claims or civil court; 3. State that the officer has not made reimbursement to the employing agency as provided in the agreement, and clearly describe the nature of the default; 4. List an accounting of all payments made by the officer to the employing agency under the agreement, and specify the balance due; 5. State that written notice of the default or judgment has been given to the officer, that the officer has been provided opportunity to correct the default, and that there remains no reasonable alternative to decertification; 6. Specifically recommend that the Iowa law enforcement academy council commence proceedings to decertify the officer, and state that the employing agency will do all things necessary to cooperate in this effort; and 7. Set out the last -known address of the officer, the officer's telephone number, and the officer's last -known place of employment. (3) The recommendation for decertification must be submitted to the academy not more than one year after the date ofthe officer's default, unless the Iowa law enforcement academy council, upon written application and for good cause shown, grants further time in which to submit the recormendation. OPS-12.1 Mae 0` i il ' a A r Original Date of Issue General Order Number July 30, 1999 99-08 Effective Date of Reissue Section Code _October 7, 2020 OPS-12 Reevaluation Date Amends October 2023 OPS-12 Previous Version 2013) C.A.L.E AA Reference 41.3.8 ( (see "INDEX AS:") INDEX AS: Use of Force Traffic Stops Internal Investigations Recording Devices Evidence In -car Recorders Evaluations Body Wom Cameras (BWC) PURPOSE The purpose of this policy is to identify when recording devices should be used and procedures to be followed when using the recording equipment. Note: this policy specifically does not govern nor apply to covert operations and any related recordings. 11. POLICY It is the policy of the Iowa City Police Department that all members serving a patrol or investigative function, to include road CSOs and Animal Control Officers, be required to use recording devices to collect evidence and document interactions between officers and the public. Only approved equipment will be used by department members and usage shall comply with the manufacturer's instructions. All videos are the property of the Iowa City Police Department. Any distribution of a video or portion of a video shall only be done with the authorization of the Chief of Police or his/her designee. The unauthorized playing or copying of any video is prohibited. Ill. DEFINITIONS Audio/video recording equipment consists of: In -car recorders to include a camera, recorder, flashcard and LCD Display. These units are within the vehicle. 2. Body worn cameras (BWC) of a type selected and issued by the Department, are cameras worn on an individual officer's person that record and store audio, video and metadata evidence. IV. PROCEDURES The Iowa City Policy Department has adopted the use of the BWC and in -car recorders to accomplish several objectives. The primary objectives are as follows: 1. BWCs and in -car recorders allow for accurate documentation of police - public contacts, arrests, and critical incidents. They also serve to enhance the accuracy of officer reports and testimony in court. 2. Audio and video recordings also enhance the Iowa City Police Department's ability to review probable cause for arrest, officer and suspect interaction, and evidence for investigative and prosecutorial purposes and to provide additional information for officer evaluation and training. 3. The BWC and in -car recorders may also be useful in documenting crime and accident scenes or other events that include the confiscation and documentation of evidence or contraband. The Commander of Administrative Services or his/her designee will supervise the use, storage, duplication and erasing of the material recorded by members of this department. If an officer notices that there is a problem with the equipment, he/she shall notify a watch supervisor. The watch supervisor will forward notification of the problem or malfunction to the Commander of Administrative Services or his/her designee. Only persons trained in the servicing of audio/visual equipment will service the equipment. Any defective unit will not be used, and when practical, will be removed from service until repaired. If an employee who is not trained in the use of the in -car recorder is assigned to a vehicle containing one, they should notify a supervisor. The supervisor shall then assign identity to that portion of the video not identified. Officers are not required to inform the person(s) that the recording equipment is in use, however, it may be advantageous to do so to de-escalate a situation and possibly reduce the need to use force. People generally are on their best behavior when they know they are being recorded. Officers shall disclose the use of a video recorder upon inquiry. OPS-12.3 OPERATION OF THE RECORDING APPARATUS In -car Recording Apparatus Officers shall log into the in -car recorder at the beginning of their shift and synch their BWC to the vehicle. Officers shall inspect and test the in -car recording system prior to each shift to verify proper functioning and shall notify their supervisor of any problems. If another squad car is available with a working in -car recording device officers shall utilize that vehicle for their watch. In -car audio/visual recording units will be installed such that they are activated when: 1. turning on emergency lights 2. turning on siren 3. manual activation by pushing the 0 record button 4. manual activation by activating a synched BWC 5. excessive speed with no lights or siren All traffic stops shall be recorded in their entirety -including when the citation is being written. Officers should, to the extent possible, use the recording equipment to document the administration of field sobriety tests, remembering that their top priority is safety. In addition to traffic stops, officers shall manually activate their recording equipment on calls for service and on self -initiated field activity if it involves an encounter with a person. Officers, if able, shall activate the in -car recorder system immediately upon being involved in a motor vehicle crash. It is recommended that officers consider activating the in -car recorder system when responding to calls -for -service where video capture of persons/vehicles leaving the scene of incidents has investigative value. Once a recording unit has been activated it shall only be stopped when the incident in question is concluded unless allowed under this policy. When a recording is going to be made inside the Department by one of the OWI or interview room cameras the BWC and in -car system may be stopped if interior recordings are initiated. When leaving the Department, if still in the presence of the person, the in -car recorder shall be reactivated during transport of any person. When stopping a video recording it should whenever possible be done from the in -car recorder to allow classification to synch to the BWC as well. It is mandatory to give each video a classification at time of stopping the video. Officers shall be as accurate as possible when classifying videos to achieve required retention. Officers can choose from the list below in the vehicle when classifying a video. OPS-12.4 Video Classifications Retention Length 1-equipment check 365 days 2-No CFS 365 days 3- Parking/motorist assist 365 days 4- Warning 365 days 5- CFS / no report 365 days 6- Accident 365 days 7- OWI 730 days 8-CFS / Report 365 days 9- Citation 365 days 10- Use of Force 730 days 11- Arrest 730 days 12- Robbery 730 days 13- Assault 730 days 14- Domestic 730 days 15- Death Investigation indefinite Upon completion of a recorded event which results in an arrest the Officer shall use the CFS# classification to associate the call for service number associated to the video files. This shall be done by all responding officers. Use of video classification and CFS# entry applies only to events managed with in vehicle recorders. Body Worn Cameras (BWC) BWC's that are properly synched to an in -car device will automatically start when the in -car recorder is activated. The BWC will also start an in -car recorder when initiating a recording. All patrol cars shall be equipped with an auxiliary charging device for the BWC When responding to a call for service officers shall activate the BWC prior to arriving on scene or at the first opportunity to safely do so. Additionally, officers shall activate the BWC at the initiation of any other law enforcement action, including parking enforcement even if there is no interaction with the public, or investigative encounter between a police officer and the public to include: Stops (including traffic stops), frisks, searches, arrests, consensual interviews and searches, enforcement actions of all kinds and any encounter that becomes in any way hostile or confrontational. The BWC shall be activated when a firearm is used to destroy an animal. Exceptions to this requirement include interviews with victims of sexual assault, domestic abuse, or other sensitive crimes, or the recording of witnesses who are concerned about retaliation if they are seen as cooperating with the police. Officers' may also use their discretion during routine and casual situations such as officers on foot or bike patrol who wish to converse with neighborhood OPS-12.5 residents and where turning on a video camera could make the encounter seem officious and may make the person reluctant to speak with the officer. Officers may also deactivate their BWC during the following types of situations: In locations where individuals have a reasonable expectation of privacy, such as a residence, they may decline to be recorded unless the recording is being made pursuant to an arrest or search of the residence or the individuals or other enforcement action is occurring in such a location. The BWC shall remain activated until the event is completed to ensure the integrity of the recording unless the contact moves into an area restricted by this policy. Once an officer has finished investigating a collision and the involved parties have been released, the officer may deactivate the BWC prior to clearing the call to complete any paperwork. If an officer responds to assist with traffic control at the scene of a collision, fire or similar incident, the officer may deactivate the BWC when there is no interaction with persons or that interaction has ended. Other calls where there is no further interaction with persons or that interaction has ended, for example, an OWI investigation where the person has been taken to jail or otherwise released and the officer still has additional paperwork. When a recording is going to be made inside the Department by one of the OWI or interview room cameras, officers shall only deactivate their BWC after the appropriate room video system has been activated to avoid any lapses in recording. When leaving the Department, if still in the presence of the person, the BWC shall be reactivated prior to deactivating the OWI and interview room cameras to avoid any lapses in recording. If at any point during these types of calls any of the previously listed situations occur where a BWC is required, the BWC shall be reactivated. The above list is to serve as a guide and is not intended to be all inclusive. If in doubt, record it. If an officer fails to activate the BWC, fails to record the entire contact, or interrupts the recording, the officer shall document why a recording was not made, was interrupted, or was terminated. This is to include muting the audio. A brief statement in the recorder prior to the interruption shall be sufficient documentation. If an officer's BWC needs to be replaced during their watch for any reason, the patrol supervisor will use the WatchGuard Kiosk application to check out another camera for them to use. Procedures for BWC Use Officers shall inspect and test the BWC prior to each shift to verify proper functioning and shall notify their supervisor of any problems. Officers who are assigned BWC equipment shall use the equipment unless otherwise authorized by supervisory personnel. Police personnel shall use only BWCs issued by this department. The BWC equipment and all data, images, video, and metadata captured, recorded, or otherwise produced by the equipment is the sole property of the agency. Police personnel who are assigned BWCs must complete an agency approved and/or provided training program to ensure proper use and operations. Additional training may be required at periodic intervals to ensure the continued effective use and operation of the equipment, proper calibration and performance, and to incorporate changes, updates, or other revisions in policy and equipment. BWC equipment is the responsibility of individual officers and will be used with reasonable care to ensure proper functioning. Equipment failure or malfunctions shall be brought to the attention of the employee's supervisor as soon as possible so that a replacement unit may be procured. A radio log shall be made indicating that the camera is not functioning when it is first known. Employees must report back to the station for a replacement unless unable to because of an emergent call for service. If an employee is unable to come back to the station for a replacement due to an emergent situation then every attempt should be made to have a backup officer on scene with a working camera. The BWC shall be worn on the officer's chest with clear view to the front (not blocked by clothing or other equipment) and properly oriented. Procedures for Both In -car Recorder and BWC Use Officers shall not edit, alter, erase, duplicate, copy, share, or otherwise distribute recordings in any manner without prior written authorization and approval of the Chief of Police or his or her designee. Officers are encouraged to inform their supervisor of any recordings that may be of value for training purposes. Requests for deletion of portions of the recordings (e.g., in the event of a personal recording) must be submitted in writing and approved by the Chief of Police or his or her designee. All requests and final decisions shall be kept on file. Officers shall note in their incident, arrest, and related reports when recordings were made during the incident in question. However, BWC recordings are not a replacement for written reports. OPS-12.7 Restrictions on Using the In -car Recorder or BWC In -car recorders and BWCs shall be used only in conjunction with official law enforcement duties and shall not be used to record the following: • Encounters with undercover officers or confidential informants. • When on break or otherwise engaged in personal activities. • Communications with other police personnel without the permission of the Chief of Police. • Unless in the scope of officers' official duties and with an articulable reason, officers will not use the in -car recorder or BWCs in any location where individuals have a reasonable expectation of privacy, such as a restroom or locker room. Record After -The -Fact The new recording system has the capability of running in a continuous record, However, this feature has been disabled on the body worn devices, the only time any recording will be captured on a body worn device is when the recording is activated by the front button, or when initiated by a synched in car recording device. This is to maintain a level of privacy for those wearing body worn devices and to prevent excessive drain on battery life. If at some point this feature is to be used it will be by directive of the Chief of Police and appropriate notification will be sent to all users prior to the change. Record after the fact will be functional and running on all patrol vehicle recorders, this will be used in case of major incident or investigation that has cause to believe the patrol vehicle may have been in an area and captured footage of an event or pre/post event footage when a car recorder was not in the record state. Officers should be aware that all patrol vehicle records have this feature and are always in record state, however only videos that are event initiated are ever exported to the system for playback. Any video captured after the fact, as well as the 1 min pre -record on all videos, have no audio associated with them as it is only video playback. If a recording of value is found on a recorder it can be changed to an event and exported to the system for saving and further viewing. Storage and Release All files shall be securely downloaded periodically and no later than the end of each shift. Each file shall contain information related to the date, in -car recorder or BWC identifier, and assigned officer. All images and sounds recorded by the in -car recorder or BWC equipment are the exclusive property of the Iowa City Police Department. Accessing, copying, or releasing files for non -law enforcement purposes is strictly prohibited. All access to in -car recorder or BWC files must be specifically authorized by the Chief of Police or their designee, and all access is to be logged and available for audit to ensure that only authorized users are accessing the data for legitimate and authorized purposes. VIDEO RETENTION Proper classification of videos will determine how long a video is retained. If an improper classification is made for a series of recordings they can be reclassified through the software interface. Refer to section on video classification for standard retention lengths. If a video is part of a major case that will require longer or permanent retention disk copy of all video should be requested and submitted to evidence by responsible officer or detective. VIDEO ACCESS PERMISSIONS Supervisors will have access to view all videos. Investigation users have view only access to all videos. All officers will have access to view their own video and recordings from the intox area SUPERVISOR RESPONSIBILITIES Supervisors shall review in -car and BWC recordings for all involved employees for use of force incidents and complaints. Documentation of these reviews will be logged on the prescribed form (Appendix A). Supervisors that discover an incident where an in -car or BWC recording device was not activated or improperly shut off shall complete a report of inquiry form (ROI) and forward to the captain of field operations. The supervisor shall include if there was sufficient time for the activation of a device. If an in -car or BWC recording was not activated where there was sufficient time to do so or improperly shut off a report of inquiry shall be completed and forwarded to command staff for review. On a monthly basis, supervisors will review at least one in -car and one BWC recording of each employee under their supervision to ensure that the equipment is operating properly and that officers are using the devices appropriately and in accordance with policy and to identify any areas in which additional training or guidance is required. Where possible video review should be of the same incident to ensure the system is synching as it is designed. By the 15th of each month each Watch Commander, Lieutenant of Investigations and Animal Control OPS-12.9 Supervisor, shall forward to the Commander of Field Operations the information on the prescribed form (Appendix A) from the previous month. Supervisors shall be trained in the use of in -car cameras and body worn camera and of their duty and responsibilities as it pertains to this policy. COMMAND STAFF RESPONSIBILITIES The captain of field operations shall maintain a record of incidents where employees did not activate an in -car or BWC recording device or improperly shut off a recording device in violation of this policy and monitor for repeats from the same employee. By March 1st of each year the captain of field operations will submit an annual report to the city manager's office and Community Police Review Board from the previous year on compliance with this general order. This report should contain summary of the results of the monthly supervisory checks, Use of Force checks and all checks generated from internal affairs investigations. Media Card Control Normally, video for the in -car recorders is downloaded wirelessly through a secured wireless connection. In the case of failure of that system, the video files will need to be downloaded manually. In -car recorder videos are captured on USB drives on a recorder located in each vehicle. The USB drives shall only be removed by a supervisor who will remove the USB drive and upload the files. The same USB drive must go back into the car it was removed from after uploading. USB drives are not interchangeable. BWCs have no user removable media cards and are downloaded by use of a docking station. If the video contains documentation of a use of force, the fact that there is a video should be included in the Use of Force Report form. In instances where there is a complaint against a member of the department, the supervisor receiving the complaint shall ascertain if the event in question was recorded. Video files are stored on the server located inside the secure server area at the City of Iowa City Facility, all files are backed up on a routine basis and backup tapes will be stored within City of Iowa City secured facilities. VIDEO DISTRIBUTION PROCESS When video is requested a complete case of all video will be assembled and a link to the video case will be created for cloud share purposes. Request for video from outside entities will be done through cloud share capabilities through the WatchGuard system. Videos from prior video system shall be done via physical disk. When requested by the JCAO, or City of Iowa City Legal division, they will OPS-12.10 be responsible for dissemination of the cloud share link to other involved parties. It is the responsibility of the receiving party to create physical disks as needed from the cloud share. Cloud share default expiration shall be 60 days unless otherwise requested. The Chief of Police has the discretion to authorize the deletion of any in car video recordings or body camera recordings that have been unintentionally captured, invasive or private, and not pertinent to any case or inquiry. DISCIPLINE Any employee who violates this policy will be subject to discipline as GO 99-06 Titled Internal Affairs, Iowa Code Chapter 400 titled Civil Service, and the Contract between the City of Iowa City and the Police Labor Relations Organization of Iowa City allow. Any employee found to intentionally turn off or disable an in -car recording device or body camera when their use is required will be subject to suspension or termination as GO 99-06 Titled Internal Affairs, Iowa Code Chapter 400 titled Civil Service, and the Contract between the City of Iowa City and the Police Labor Relations Organization of Iowa City allow. Denise Brotherton, Interim Chief of Police ING This directive is for departmental use only and does not apply in any criminal or civil proceeding. The department policy should not be construed as a creation of higher legal standard of safety or care in an evidentiary sense with respect to third -party claims. Violations of this directive will only form the basis for departmental administrative sanctions. Electronic Zoom Meeting 1 The forum is being held via Zoom due to WHERE concerns presented by COVID-19 You can participate and comment during the forum by going to the Zoom meeting registration link; Insert zoom link here: I Insert meeting id here: COMMUNITY POLICE REVIEW BOARD COMMUNITY FORUM The Comimpl ;pity Police Review Board will be holding a Community Forum for the purpose of hearing views on the policies, practices and procedures of the Iowa City Police Department. ADD TOPIC/PRESENTER INFO HERE QUESTIONS & COMMENTS: Send your questions or comments you'd like addressed at the forum to the following by Thursday, September 10, 2020: Please include full name and address. (All correspondence is public) CPRB Or e-mail to: City of Iowa City CPRB@iowa-city.org 410 E Washington St, 52240 COMMUNITY FORUM APRIL 26, 2021, 5:30 PM ELECTRONIC ZOOM MEETING PLATFORM Electronic Meeting (Pursuant to Iowa Code section 21.8) An electronic meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. You can participate in the meeting and can comment on an agenda item by going to INSERT ZOOM LINK HERE via the internet to visit the Zoom meeting's registration page and submit the required information. Once approved, you will receive an email message with a link to join the meeting. If you are asked for a meeting or webinar ID, enter the ID number found in the email. A meeting password may also be included in the email. Enter the password when prompted. If you have no computer or smartphone,,or a computer without a microphone, you may call in by telephone by dialing (312) 626-6799. When prompted, enter the meeting or webinar ID. The ID number for this meeting is: Insert meeting id here Once connected, you may dial *9 to `raise your hand," letting the meeting host know you would like to speak. Providing comments in person is not an option. 'I;* - ITEM NO. 1 CALL TO ORDER & ROLL CALL ITEM NO. 3 CONSIDER MOTION TO ACCEPT CORRESPONDENCE AND/OR DOCUMENTS ITEM NO. 4 MEET THE NEW POLICE CHIEF, DUSTIN LISTON ITEM NO. 5 PUBLIC DISCUSSION WITH COMMUNITY POLICE REVIEW BOARD 15t General News Release Community invited to attend Community Police Review Board forum The Community Police Review Board (CPRB) will host its annual Community Forum to hear views on Iowa City Police Department policies, practices and procedures. The community is invited to submit questions and comments that will be used during the event. The forum will begin at 5:30 p.m., Monday, April 26, 2021. An electronic Zoom meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. Police Chief Dustin Liston will also attend the forum and be available to meet and talk with participants. You can participate and comment during the forum by going to the Zoom meeting registration link: INSERT ZOOM MEETING LINK and Meeting ID: Send your questions or comments you'd like addressed at the forum by Thursday, September 10, 2020. Email to: CPRBt"g iowa-city.org or Mail to: CPRB at City Hall, 410 E. Washington St., Iowa City, Iowa 52240. Be sure to include your full name and address as all submissions are public. The board will try to address all questions and comments it receives. The forum will also be recorded and later shown on City Channel 4. You can view programming and the schedule at www.citychannel4.com. 2nd General News Release Community Police Review Board Forum The Community Police Review Board will host its annual Community Forum to hear Views on Iowa City Police Department policies, practices and procedures. The forum will begin at 5:30 p.m., Monday April 26, 2021. An electronic Zoom meeting is being held because a meeting in person is impossible or impractical due to concerns for the health and safety of Commission members, staff and the public presented by COVID-19. Additional information about the Community Police Review Board is available at hftps:/twww. icgov.org/city-government/boards/community-police-review-board-cprb CPRB Community Forum Monday April 26, 2021 5:30 p.m. Board members - hand out flyers (directly to people) pick different neighborhoods (Email/Handout to Board by 3/9/21) Publicizing Forum • Email Notice to (Cable to run on City Channel)-2/17/21 • Email Notice to (Neighborhood Outreach) for email contacts for lists-2/17/21 • Add Meeting to City Web Event Calendar (with notice) 2/17/21 • Post Notice in City Building- City Hall 3/17/21 • Email Notice to staff of Brds/Comm (City Clerk) - 3/17/21 • Email Notice to Dept. Heads/Division Secretaries to post (City Clerk) - 3/17/21 • Email Notice to UISG (City Clerk) - 3/18/21 • Hardcopy Notice in all City Buses (28 Card Stock) - To TRM 3/18/21 internal mail • I" General News Release (re: Forum) - 3/22/21 (with deadline 4/12/21 for questions) • (Communications) Highlights/FB/Twitter-Link to 1st General News Release- 3/22/21. • Copy of 1"News Release/Notice in Council packet - 3/25/21 (off week packet) • Notice in Council packet - 3/31/21 (for 4/6/21 meeting) • 2"d General News Release (re: Forum) - 4/19/21 (no deadline for questions) • Copy of 2"d Release in Council packet - 4/22/21 (off week packet) • (Communications)Higblights/FB/Twitter- Link to 2nd News Release- 4/19/21 + Post Agenda & Agenda News Release - 4/15/21 Videotape of Forum Cable to videotape and re -broadcast Forum on the City Channel for couple of months Items for Non -Zoom Forum: Non -Zoom ✓ Forum Agenda copies ✓ Name Plates of Board Members/Staff ✓ Calendar Year Complaint Information copies (past three years) ✓ Sign in Sheets ✓ Brochures ✓ Complaint Applications • Information Sheet copies ✓ Forum Poster Board ✓ Ink Pens/Scotch Tape ✓ Recorder After Meeting: - Forum Meeting Minutes (Prepared by Staff as draft) - Transcriptions of Forum - Forum Summary Report (Prepared by Board) Neighborhood Centers of Johnson County P.O. Box 2491 Iowa City, IA 52244 • Email Notices to Neighborhood Ctrs (Broadway/Pheasant Ridge) — Do by 4/1/20 ncjcitncic.ore (354-2886) Shelter House 429 Southgate Ave Iowa City, IA 52240 • Email Notices to Shelter House (sent to Crissy) —Do by 4/l/20 cnssvtaishelterhouseiowa.org (351-0326) The Housing Fellowship 322 E 2°d St Iowa City, IA 52240 • Email Notices to Housing Fellowship — Do by 4/l/20 Inewmire@bhousinafellowshio.com (358-9212) The Salvation Army Iowa City Corps 1116 Gilbert Ct Iowa City, IA 52240 • Email Notices to The Salvation Army— Do by 4/1/20 pam tioatengOusc 5alvationarmv ora (337-3725) 1105 FACILITY Crisis Center of JC 1121 Gilbert Ct Iowa City, IA 52240 • Email Notices to Crisis Center — Do by 4/l/20 admin0iccrisiscenter.ora (351-2726) Free Lunch Program PO Box 2831 Iowa City, IA 52244 • Email Notices to Free Lunch Program — Do by 4/l/20 icfreelunch@amail.com (337-6283) Domestic Violence Program PO Box 3170 Iowa City, IA 52244 • Email Notices to Domestic Violence Program — Do by 4/l/20 kristieftylpiowa.oru (356-9863) Kristie Dozer, Exec Director No bulletin board, but will post info on website National Alliance on Mental Illness (NAMI) PO Box 3087 Iowa City, IA 52244 • Email Notices to NAMI— Do by 4/1/20 • mary.issahcalnamiic.ora (337-5400) :moo a E = _ E o ' oE�Ad l 8 m c „ ° m mmRRRRUR S'AmQRmmm a ,g .a.ti aaE_ri i,z ti,r F iatg egg itzg.gPaii �riaEz i s 3 V V tl G G V V V O V V u G V V E tl V V tl u V tl 3so£3i3's£� 3i& �3$a£iii$§ 2osooTis Sas�aoa S V 3 C) ddm m u y V Q in a=' < ry r 4 c d r _ a O v 3 V � g v ss` a =fi Y Y E E Qo�aEgu"c= 8 E E - �9daR Chris Olney From: David Selmer <david@woodducktreefarms.com> Sent: Tuesday, January 26, 2021 10:37 AM To: Kellie Fruehling Cc: Chris Olney Subject: Re: Proposed CRB for Cedar Rapids A Yes please. Thanks On Tue, Jan 26, 2021 at 9:07 AM Kellie Fruehling <Kellie-Fruehling@iowa-citv.org> wrote: Good morning, Attached is the proposed ordinance Cedar Rapids will be holding a public hearing on today. Would you like us to put a copy in the next CPRB meeting packet as an FYI? Thank you ®IOWAaTY . uwtsco tNar or urr*Aruar Kee `Fruefifinq, OVuA City Clerk office: 319-356-5041 410 E Washington St Iowa City, IA 52240 WWW.ICGOV ORG Disclaimer t ORDINANCE NO. LEG —NUM —TAG AN ORDINANCE AMENDING THE CEDAR RAPIDS MUNICIPAL CODE BY ADDING A NEW CHAPTER 74 THERETO ENTITLED "CITIZEN REVIEW BOARD FOR COMMUNITY LAW ENFORCEMENT" BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF CEDAR RAPIDS, IOWA, as follows: Section 1. The Cedar Rapids Municipal Code is amended by adding a new Chapter 74 as follows: "CHAPTER 74 CITIZEN REVIEW BOARD FOR COMMUNITY LAW ENFORCEMENT 74.01 DECLARATION OF PURPOSE AND INTENT. (A) The City of Cedar Rapids (hereinafter the "City") establishes the Cedar Rapids Citizen Review Board (hereinafter the "CRB") that will be sufficiently independent for the following purposes: (1) To ensure fair and professional law enforcement that is constitutional, effective, and responsive to the standards, values, and needs of those to be served; (2) To ensure investigations into claims of inappropriate conduct by sworn police officers are conducted in a manner that is fair, thorough, and accurate; (3) To provide review of police investigations into citizen complaints; (4) To ensure accountability with respect to complaints of officer misconduct; (5) To ensure public safety accountability, bolster confidence in police, increase and improve public cooperation, and make our community safer for everyone; (6) To assist in identifying and analyzing trends in policing whose origins may be rooted in bias or other systematic phenomena, and upon discovery of these trends, to assist the City and Cedar Rapids Police Department (hereinafter referred to as the "CRPD") in developing solutions to ensure the fair and equitable treatment of citizens; (7) To increase citizens' understanding of law enforcement policies, procedures, and operations through additional transparency created through the complaint and investigations review process; and (8) To create an additional conduit for communication between the CRPD and the Cedar Rapids community through outreach to community and law enforcement. (B) In enacting this ordinance the Cedar Rapids City Council (hereinafter the "City Council") intends that: (1) Internal accountability within the CRPD is a valid public purpose, and the CRPD should perform its own investigations into claims of inappropriate police conduct. If a complaint is asserted against the Cedar Rapids Chief of Police (hereinafter the "Chief' or the "Police Chief'), the City Manager will investigate the claim and report to the CRB as the Chief would pursuant to this chapter, and to the City Council. An allegation of misconduct lodged against a sworn police officer (hereinafter "police officer" or "officer") employed by the CRPD, where the subject action(s) and/or behavior(s) of the complaint occurred while the officer was acting in the capacity of a sworn police officer and submitted as a written complaint signed by a complainant or a written statement by an officer receiving an oral complaint stating the complainant's allegation may hereinafter be referred to as a "complaint." Actions or behaviors not in conformance with current CRPD policies and procedures may hereinafter be referred to as "misconduct;" (2) Findings of the CRB are intended to be used only as provided for in this chapter. (3) The CRB may only review complaints about the conduct of police officers. The CRB is not intended to be a court of law, a tort claim process or other litigation process. No action of the CRB may be deemed to diminish or limit the right of any person to file a claim or a lawsuit against the city; (4) The CRB shall not interfere with or diminish the legal rights of sworn police officers, including those rights protected under the civil service laws, or any other state or federal law. Similarly, the CRB will respect the rights of privacy and freedom from defamation shared by complainants and witnesses, as well as those same rights enjoyed by police officers under the law; and (5) Complaints will be investigated in a fair, thorough, and accurate manner. Investigations will follow procedures outlined in the CRPD's Department Directives, as well as applicable state and federal law. 74.02 CEDAR RAPIDS CITIZENS REVIEW BOARD. o (A) The Cedar Rapids Citizens Review Board is hereby created. The CRB will consist of nine (9) voting members appointed by the Mayor with input from and the approval of the City Council. Members of the CRB will serve without compensation, and be chosen to broadly represent the diversity of the City by way of, including but not limited to, cultural, gender, and geographic diversity. (1) Voting members will be selected in conformance with the following: a. The overall membership of the CRB will include a minimum of five (5) voting members who identify as people of color. b. The Mayor shall appoint members of the CRB, with advice and consent from the City Council, according to the following, some combination of which will also conform to the composition standard in section 74.02(A)(1)(a): i. Three (3) voting members will be selected from applications submitted by the general public; ii. One (1) voting member will be an attorney licensed to practice law in the state of Iowa, although this member may not serve as legal counsel for the CRIB; iii. Three (3) voting members will be selected from applications submitted by individuals who are employed by, or active volunteers in a group with a designation pursuant to Iowa Code Section 501(c)(3) (2020), as amended from time to time, and that is focused on advocacy of, and racial justice for, underrepresented citizens of Cedar Rapids, including, but not limited to: NAACP (National Association for the Advancement of Colored People), LULAC (League of United Latin American Citizens), Iowa Asian Alliance, ASJ (Advocates for Social Justice), United We March Forward, with a limit of one (1) member per organization; and iv. Two (2) voting members will be appointed by the Mayor from nominees who are employed by, or are active volunteers in, one of the following service providers in Cedar Rapids: United Way, a United Way funded service provider, NAMI (National Alliance on Mental Illness), or another service provider or company that works with underrepresented segments of the population in the areas of mental health, physical health, homelessness, food insecurity, or similar social issues. (2) In addition to the composition standards set forth above, the following are the minimum qualifications for voting members of the CRIB: a. Are not currently employed by the City of Cedar Rapids; b. Are not currently, and have not been, employed as a sworn law enforcement officer or employed as an unsworn employee of law enforcement for a period of four (4) years prior to appointment; C. Are not currently, and have not been, an elected official for a period of four (4) years prior to appointment; d. Do not have a personal history of making multiple unfounded formal complaints against the CRPD; e. Have demonstrated a strong commitment to transparency and impartial decision -making; f. Have demonstrated the ability to maintain confidentiality of sensitive information; and g. Must be Cedar Rapids residents at the time of appointment and during the term of appointment. (3) The term of office of each member of the CRB will be 3 years. A member chosen to fill a vacancy otherwise than by expiration of a term will be appointed for the unexpired term of the member whom the new member is to succeed. A member is eligible for reappointment, but may not serve more than 2 consecutive 3-year terms. Members who miss 3 consecutive meetings or 4 meetings within 12 months will be considered to have resigned and a vacancy created. The terms of the first set of members will be staggered as follows: a. Three (3) members serving one (1) year terms; b. Three (3) members serving two (2) year terms; and C. Three (3) members serving three (3) year terms (4) If a member is unable to complete that member's term for any reason, or is unable to complete the required training outlined in subsection (B) below, the Mayor shall appoint, with input from and the approval of the City Council, a new member to complete the term. Such new member may then be eligible to be reappointed for no more than one (1) additional full consecutive term, if the member has served eighteen (18) months or more of the original term, and no more than two (2) additional full consecutive terms, if the member has served less than eighteen (18) months of the original term. (B) As a requirement for service, before they may be eligible for appointment, voting members of the CRB must agree to complete the following training: (1) Complete a training course that is a minimum of, but not limited to, thirty (30) hours with a curriculum as determined by the Chief to be completed within six (6) months of appointment; (2) In addition, each voting member must receive an additional ten (10) hours of training per year with a curriculum as determined by the Chief; and (3) Each voting member must accompany an on -duty police officer employed by the CRPD for a minimum of sixteen (16) hours per year and for a minimum of four (4) hours per occasion. (C) Two (2) police officers will be appointed to serve by the Chief as liaisons to the CRB, ensuring at least one (1) of the officers will be available to attend all meetings with only one (1) officer in attendance in closed sessions, at the discretion of the CRB to serve as a resource. Police officer liaisons will serve as a technical resource and subject matter experts at the discretion of the CRB and serve as a communication conduit between the CRPD and the CRB. The police officers appointed by the Chief shall serve a two-year term ending on June 30 in even -numbered years, and will: (1) Have been a CRPD officer for more than seven (7) years; (2) Have participated ethics training; (3) Have strong community relations experience; (4) Hold a rank of Sergeant or below; and (5) May not serve as a CRB liaison more than two (2) consecutive terms. (D) The City Council will provide the necessary resources to allow the CRB to perform the duties and functions assigned to the CRB by this chapter. (E) The CRB will annually elect a Chairperson and a Vice -Chairperson from among its members. The Chairperson may serve for no more than 2 consecutive 12-month periods. The Vice -Chairperson may serve for no more than 2 consecutive 12-month periods. The election of officers will be held at the first regularly scheduled meeting after the first of the year. (F) The CRB may adopt, amend, or rescind such rules as may be necessary for the conduct of its business. 74.03 GENERAL POWERS AND DUTIES OF THE CITIZEN REVIEW BOARD. The CRB will have the following powers and duties to: a. (A) Require, receive and review quarterly reports from the Chief, including data such as traffic stops and arrests with breakdowns of the attending demographic information by race and ethnicity; (B) Review police data to identify areas for improvement and create a baseline for each area and keep track of progress; (C) Appoint a member of the CRB to serve on any Police Chief Candidate selection committee, and appoint additional members of the CRB, as needed, to provide 20% representation on the committee; (D) Oversee a monitoring system for tracking of complaints lodged against sworn police officers with either the CRB, the CRPD, or the City Clerk to give the City Council sufficient information to assess the overall performance of the CRPD in these matters and to assess the performance of the CRB in the fulfillment of its duties; (E) Develop, implement, and from time to time amend as necessary, a program of community outreach aimed at soliciting public input from the broadest segment of the community in terms of geography, culture, ethnicity, and socio-economics. The CRB will report its community outreach efforts to the City Council on an annual basis. As a part of this program, the CRB must hold at least one community forum each year for the purpose of hearing views on the policies, practices, and procedures of the CRPD, review police practices, procedures, and written policies as those practices and procedures relate to the CRPD's performance as a whole, and report its recommendations, if any, to the City Council, City Manager and Police Chief; and (F) Engage in a long-term planning process through which it identifies major problems or trends, evaluates the efficacy of existing law enforcement practices in dealing with the same, and establishes a program of resulting policy suggestions and studies each year. The CRB will review and analyze policy, analysis studies, and trend data collected or developed by the CRPD, and by majority vote, recommend policies relating to training programs and procedures or other matters related to the CRPD. The CRB's policy recommendations will be submitted to the Chief and to the City Council. The Chief will respond in writing within 45 days to any such policy recommendations by the CRB, and indicate whether they will be followed through Department Directives or should be adopted as policy by the City Council or explain any reasons why such policy recommendations will not be followed or should not be adopted. 74.04 CITIZEN COMPLAINTS OF ALLEGED POLICE MISCONDUCT. (A) Making and Filing Complaints. (1) Any person with personal knowledge of alleged police misconduct may file a complaint. In order to have "personal knowledge", the complainant must have been directly involved in the incident or witnessed the incident. If a juvenile wants to make a complaint against an officer, the complaint will be taken in the same manner as if an adult filed it. Once a complaint is taken from a juvenile, an attempt must be made to notify the juvenile's parent or guardian concerning the complaint and the circumstances involved. This notification will be documented in the final report provided to the Chief by the Professional Standards unit of the CRPD (hereinafter referred to as "Professional Standard"). The person or official filing the complaint may hereafter be referred to as the "complainant." (2) Complaints may be filed in person or online with the CRB, the CRPD, or the City Clerk's office. The date, time, and name of the person receiving the complaint shall be recorded on the complaint form and submitted in a timely manner to Professional Standards. Each office shall record the receipt of all Complaints and provide notice of receipt of all complaints to the others when received; and (3) Complaint forms will be available to the public online and in easily accessible locations. Personnel in the City Clerk's Office, sworn police officers, and non - sworn police staff will be available to receive complaints. All complaints must be filed within ninety (90) days of the alleged misconduct. Any complaints that do not involve the conduct of a sworn police officer or are not filed within ninety (90) days of the alleged misconduct may be investigated by the Professional Standards unit and may be subject to summary dismissal by the CRIB. If the complaint is against the Chief, the City Manager will perform the Chiefs duties set forth herein below. (B) Police Department Investigation of Complaints. (1) The Chief will direct Professional Standards to conduct an investigation of each complaint received ("PSI"). The PSI will be conducted pursuant to the Department Directives established by the Chief, as well as the conditions herein. The Department Directives will be a public record and readily available to the community. All investigations will be performed in a manner designed to produce a minimum of inconvenience and embarrassment to all parties, including the complainant, the police officer, and other witnesses. (2) All PSI will include an interview of the complainant. The complainant may have a neutral City employee or some other person chosen by the complainant present during the interview. Any police officer who is implicated by a complaint shall have the right to have legal counsel or a union representative present during the officer's interview. (3) Professional Standards will prepare and forward a report of its investigation to the Chief within sixty (60) days after the complaint is filed. The PSI report will include detailed findings of fact as to the allegations in the complaint. The report will also set forth a written conclusion that explains why and the extent to which the complaint is either "exonerated" (meaning the officer acted in conformance with policies and procedures); "unfounded" (meaning the incident in question is found to have not occurred as stated by the complainant); "unsubstantiated" (meaning there is insufficient evidence to prove or disprove the complaint); "sustained" (meaning the incident in question is found to have occurred as alleged by the complainant); "commended" (meaning the officer acted properly and should be commended in the handling of the situation); or "policy failure" (meaning the officer acted in conformance with established policy, but the policy needs to be amended). (4) The Chief will conduct a review of the PSI report and may do any or all of the following: conduct interviews or request the Professional Standards to conduct additional investigation; request additional information, or that additional questions be asked; interview or direct that other persons or witnesses be interviewed; request that other documents be reviewed or retrieved; and take any other investigative steps the Police Chief deems appropriate. (5) The Chief will forward a Police Chiefs report to the ORB. The Police Chief's report will include the following: a. Detailed written findings of fact and evidence concerning the allegations in the complaint (names of witnesses, victims, and Police Officers will not be included and shall be replaced by unique identifiers for each of these individuals). Faces and names will be edited out of any media provided to the CRB; b. A written conclusion that explains why and the extent to which the complaint is either "sustained", "unfounded", "exonerated", "unsubstantiated", "commended", "policy failure"; C. A written summary of remedial actions, if any, including amending the current policies or adopting new policies; d. A description of any disciplinary action recommended by the current disciplinary matrix contained within the CRPD Disciplinary System Policy issued by the Chief (hereinafter referred to as the "Disciplinary Matrix"). Nothing in this chapter will prevent the Police Chief from taking disciplinary action prior to the ORB's review of the complaint; and e. The Chief's certification that the PSI was conducted in conformance with the CRPD's Department Directives. (6) A copy of the Police Chiefs report to the CRB shall be given to the police officer and the City Manager; (7) The Chief's report must be delivered to the CRIB, along with findings of fact and all available evidence and audio and visual recordings, within thirty (30) calendar days after the Professional Standards report is issued to the Chief, unless the Chief demonstrates good cause for additional time; and (C) CRB Review of the Police Chiefs Report. (1) The CRB will review all Police Chiefs reports, or City Manager's Reports regarding complaints made against the Police Chief. The CRB may require the Chief to meet with the CRB to review and discuss the Report. To the extent possible, such meetings may be in closed session as allowed by Iowa Code Chapter 21. All CRIB deliberation of the Chiefs report will be discussed in a closed session with all discussions, correspondence, and minutes/records of the closed session deemed confidential documents and not released to the public. The CRB may request subject matter experts participate in the conversation during open and closed sessions, and request additional information from the Chief or other entities to supplement its review. (2) The CRB will decide, on a majority vote, the level of review to give each Police Chiefs report, and the CRB may select any or all of the following: a. Agree with no additional information or investigation requested; b. Request additional investigation by the Chief or City Manager, request additional information; and C. Disagree and provide recommendations to the Chief. (3) The CRB will apply a "reasonable basis" standard of review when reviewing the Police Chiefs report. When reviewing the report's evidence, the CRB will rely on evidence reasonably prudent persons are accustomed to rely upon in the conduct of their serious affairs. (4) The CRIB may recommend that the Police Chief reverse or modify the Chiefs findings only if the CRIB determines that: a. The findings are not supported by substantial evidence; b. The findings are unreasonable, arbitrary or capricious; or C. The findings are contrary to a CRPD Department Directive, or federal, state, or local law. The Police Chief will respond in writing to the CRB's recommendations within thirty (30) days. (5) If the CRIB disagrees with the decision of the Police Chief the CRB may issue a written response to the Chief indicating on which of the three (3) standards in Section 74.04(C)(4) upon which the CRB's disagreement is based. Thereafter, the Chief will meet with the CRB to discuss the disagreement. This meeting may be closed as allowed by Iowa Code Chapter 21. Such meeting will take place prior to the issuance of the CRB's public report to the City Council. If after the CRB has met with the Chief, as outlined in this subsection, and the CRIB still disagrees with the Chiefs report, the CRB may on a majority vote, remand the case to the State of Iowa Office of Ombudsman, the Iowa Civil Rights Commission, or a non -governmental independent arbiter approved by both the CRB and the City Council and request an independent investigation. (6) If the CRB finds that the disciplinary action indicated by the Police Chief, for investigations that result in sustained civilian police complaints, is out of conformance with the Discipline Matrix, the CRB may recommend other discipline that conforms with the Discipline Matrix. Imposition of the recommended discipline is at the discretion of the Chief, but if the Chief does not follow the disciplinary recommendation of the CRB, the Chief must respond in writing, within 30 days, with the Chief's reasons as to why the recommended discipline was not imposed. (7) At the conclusion of the CRB's review, the CRB will issue a public report to the City Council concerning the investigation of the complaint. Such public report will include detailed findings of fact concerning the complaint, together with a clearly articulated conclusion that explains the disposition of the complaint. The public report will not include the names of the complainant(s), witness(es) or the police officer(s). In addition, the CRB's public report will not include any discipline or personnel matters, although the CRB may comment generally as to whether the CRB believes discipline is appropriate without commenting on the extent or form of the discipline. A copy of this public report to the City Council shall be given to the complainant(s), the police officer(s), the Police Chief, and the City Manager. (8) The CRB's report to the City Council must be completed within ninety (90) calendar days of receipt of the Chiefs report unless the CRB demonstrates good cause for additional time. (9) Review of the Chief's report for each case by the CRB may occur after all pending investigations, legal proceedings, and any applicable appeals, grievances, or other review of the incident have been completed. 74.05 DUTIES OF THE CITY MANAGER If a complaint is filed concerning the Chief, the City Manager's report will include the same findings of fact and conclusions as required for the Chief's report. 74.06 POLICE OFFICER'S AND COMPLAINANT'S RIGHTS PRESERVED All rights enjoyed by sworn police officers employed by the City are preserved in this chapter, and nothing herein is intended to waive, diminish or interfere with any such rights protected by Iowa's civil service laws or any other applicable state or federal laws." Section 2. It is the intention of the Council that each section, paragraph, sentence, clause, and provision of the Ordinance is separable and, if any provision is held unconstitutional or invalid for any reason, such decision shall not affect the remainder of this Ordinance nor any part thereof than that affected by such decision. Section 3. All ordinances or parts of ordinances in conflict herewith are repealed. Section 4. This Ordinance shall be in full force and effect from and after its passage and publication as provided by law. Introduced this 261^ day of January, 2021 PASSED —DAY —TAG LEG —PASSED —FAILED —TAG MayorSignature Attest: ClerkSignature COMMUNITY POLICE REVIEW BOARD OFFICE CONTACTS January 2021 Date Description None February 9, 2027 Mtg Packet COMMUNITY POLICE REVIEW BOARD COMPLAINT DEADLINES CPRB Complaint #20-02 Filed: 06/04/20 Chiefs report due (90 days): 09/02/20 Extension Request: 12/15/20 Extension Request: 02/01/21 Report filed: 01/28/21 CPRB meeting #1 (Review): 02/09/21 CPRB meeting #2 (Review): ??/??/21 CPRB meeting #3 (Review): ??/??/21 CPRB report due (90 days): 04/28/21 CPRB Complaint #20-05 Filed: 08/14/20 Chief's report due (90 days): 11/12/20 Extension Request: 12/15/20 Extension Request: 02/01/21 Report filed: 01/28/21 CPRB meeting #1 (Review): 02/09/21 CPRB meeting #2 (Review): ??/??/21 CPRB meeting #3 (Review): ??/??/21 CPRB report due (90 days): 04/28/21 CPRB Complaint #20-06 Filed: 08/19/20 Chief's report due (90 days): 11/17/20 Extension Request: 12/15/20 Extension Request: 02/01/21 Report filed: 01/28/21 CPRB meeting #1 (Review): 02/09/21 CPRB meeting #2 (Review): ??/??/21 CPRB meeting #3 (Review): ??/??121 CPRB report due (90 days): 04/28/21 February 9, 2021 Mtg Packet CPRB Complaint #20-07 Filed: Chief's report due (90 days): Extension Request: Extension Request: Report filed: CPRB meeting #1 (Review): CPRB meeting #2 (Review): CPRB meeting #3 (Review): CPRB report due (90 days): CPRB Complaint #20-08 Filed: Chief's report due (90 days): Extension Request: Extension Request: Report filed: CPRB meeting #1 (Review): CPRB meeting #2 (Review): CPRB meeting #3 (Review): CPRB report due (90 days): 08/27/20 11/25/20 12/15/20 02/01/21 01/28/21 02/09/21 ??/??/21 ??/??/21 04/28/21 08/27/20 11 /25/20 12/15/20 02/01/21 01 /28/21 02/09/21 ??/??/21 ??/??/21 04/28/21 TENTATIVE MEETING SCHEDULE March 9, 2021 April 13, 2021 May 11, 2021 June 8, 2021