Facilities, Planning, & Operations Committee

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Facilities, Planning, & Operations Committee Facilities, Planning, & Operations Committee June 2017 June 8, 2017 2:00 p.m. - 3:30 pm West Committee Room, McNamara Alumni Center FAC - JUN 2017 1. Public Comment Period: Police Use of Portable Audio/Video Recorders (Duluth, Morris, and Twin Cities Campuses) Docket Item Summary - Page 3 Draft Policy - Duluth - Page 4 Draft Policy - Morris - Page 9 Draft Policy - Twin Cities - Page 18 2. Risk Management in the Acquisition of Real Estate Docket Item Summary - Page 23 Acquisition Process - Page 25 Presentation Materials - Page 26 3. Update on Utilities, Energy Management, and Sustainability Docket Item Summary - Page 36 Sustainability Newsletter - Page 38 Presentation Materials - Page 50 4. Open-Space Plan (Twin Cities Campus) Docket Item Summary - Page 74 Presentation Materials - Page 76 5. Information Items Docket Item Summary - Page 106 Preliminary 2018 State Capital Request Preliminary Request - Page 108 Capital Planning and Project Management Semiannual Report Projects Report - Page 110 Final Project Review: Chemistry and Advanced Materials Science (Duluth Campus) Project Narrative - Page 114 Page 2 of 114 BOARD OF REGENTS DOCKET ITEM SUMMARY Facilities, Planning & Operations June 8, 2017 AGENDA ITEM: Public Comment Period: Police Use of Portable Audio/Video Recorders (Duluth, Morris, and Twin Cities Campuses) Review Review + Action Action Discussion This is a report required by Board policy. PRESENTERS: Regent David McMillan Michael Berthelsen, Interim Vice President, University Services PURPOSE & KEY POINTS In accordance with Minnesota Statute 626.8473, the Board of Regents will accept public comment on the University of Minnesota Police Department’s draft departmental policies on the use of portable audio/video recorders (also called “body worn cameras”). Policies for each campus police department are in the docket. Individuals wishing to provide public comment in person to the Board on June 8, 2017, must sign up in the lobby outside the West Committee Room, 600 McNamara Alumni Center, between 1:00 p.m. and 1:45 p.m. on Thursday, June 8, 2017. Sign-up will be on a first-come, first-served basis. Speakers will be limited to two minutes, with a maximum of 20 minutes for the public comment hearing. Speakers will be called on in the order they signed-up. Only individuals who have signed up prior to the public forum will be able to address the Board. Public comment may also be offered in writing on or before Friday, June 9, 2017, to the following postal or email addresses (please include “body worn camera” or “BWC” in subject line): Duluth Morris Twin Cities Chief Sean Huls Lieutenant Jennifer Lund Chief Matthew Clark UMD Police Department UMM Police Department UMTC Police Department 1049 University Drive #287 Behmler Hall 6 511 Washington Ave SE #100 Duluth MN 55812 600 East 4th Street Minneapolis MN 55455 [email protected] Morris MN 56267 [email protected] [email protected] The Crookston and Rochester campuses receive police services from their local jurisdiction and do not have University police departments. Regents will receive an update on this topic as a component of the next update on public safety, anticipated for fall 2017. Page 3 of 114 **********DRAFT********* University of Minnesota Duluth Police Department Policy Manual ____________________________________________________________ Portable Audio/Video Recorders 424.1 PURPOSE AND SCOPE This policy provides guidelines for the use of portable audio/video recording devices by members of this department while in the performance of their duties (Minn. Stat. § 626.8473). Portable audio/ video recording devices include all recording systems whether body-worn, handheld or integrated into portable equipment. This policy does not apply to mobile audio/video recordings, interviews or interrogations conducted at any University of Minnesota Duluth Police Department facility, undercover operations, wiretaps or eavesdropping (concealed listening devices) unless captured by a portable recording system. 424.1.1 DEFINITIONS Definitions related to this policy include: Portable recording system - A device worn by a member that is capable of both video and audio recording of the member’s activities and interactions with others or collecting digital multimedia evidence as part of an investigation and as provided in Minn. Stat. § 13.825. 424.2 POLICY The University of Minnesota Duluth Police Department may provide members with access to portable recorders for use during the performance of their duties. The use of recorders is intended to enhance the mission of the Department by accurately capturing contacts between members of the Department and the public. 424.3 COORDINATOR The Chief of Police or the authorized designee should designate a coordinator responsible for (Minn. Stat. § 626.8473; Minn. Stat. § 13.825): (a) Establishing procedures for the security, storage and maintenance of data and recordings. 1. The coordinator should work with the Custodian of Records and the member assigned to coordinate the use, access and release of protected information to ensure that procedures comply with requirements of the Minnesota Government Data Practices Act (MGDPA) and other applicable laws (Minn. Stat. § 13.01 et seq.) (See the Protected Information and the Records Maintenance and Release policies). (b) Establishing procedures for accessing data and recordings. 1. These procedures should include the process to obtain written authorization for access to non-public data by UMDPD members and members of other governmental entities and agencies. (c) Establishing procedures for logging or auditing access. (d) Establishing procedures for transferring, downloading, tagging or marking events. Page 4 of 114 (e) Establishing an inventory of portable recorders including: 1. Total number of devices owned or maintained by the University of Minnesota Duluth Police Department. 2. Daily record of the total number deployed and used by members and, if applicable, the precinct or district in which the devices were used. 3. Total amount of recorded audio and video data collected by the devices and maintained by the University of Minnesota Duluth Police Department. (f) Preparing the biennial audit required by Minn. Stat. § 13.825, Subd. 9. (g) Notifying the Bureau of Criminal Apprehension (BCA) in a timely manner when new equipment is obtained by the University of Minnesota Duluth Police Department that expands the type or scope of surveillance capabilities of the department’s portable recorders. 424.4 MEMBER PRIVACY EXPECTATION All recordings made by members on any department-issued device at any time or while acting in an official capacity of this department, regardless of ownership of the device, shall remain the property of the Department. Members shall have no expectation of privacy or ownership interest in the content of these recordings. 424.5 MEMBER RESPONSIBILITIES Prior to going into service, members assigned a portable recorder will be responsible for making sure the recorder is in good working order (Minn. Stat. § 13.825). If the recorder is not in working order or the member becomes aware of a malfunction at any time, the member shall promptly report the failure to his/her supervisor and obtain a functioning device as soon as reasonably practicable. Uniformed members should wear the recorder in a conspicuous manner or otherwise notify persons that they are being recorded, whenever reasonably practicable (Minn. Stat. § 626.8473). Any member assigned to a non-uniformed position may carry an approved portable recorder at any time the member believes that such a device may be useful. Unless conducting a lawful recording in an authorized undercover capacity, non-uniformed members should wear the recorder in a conspicuous manner when in use or otherwise notify persons that they are being recorded, whenever reasonably practicable. When using a portable recorder, the assigned member shall record his/her name, employee number and the current date and time at the beginning and the end of the shift or other period of use, regardless of whether any activity was recorded. This procedure is not required when the recording device and related software captures the user’s unique identification and the date and time of each recording. Members should document the existence of a recording in any report or other official record of the contact, including any instance where the recorder malfunctioned or the member deactivated the recording (Minn. Stat. § 626.8473). Members should include the reason for deactivation. Members shall not intentionally block the portable recorders audio or visual recording functionality to defeat the purposes of this policy. Page 5 of 114 424.6 ACTIVATION OF THE AUDIO/VIDEO RECORDER This policy is not intended to describe every possible situation in which the recorder should be used, although there are many situations where its use is appropriate. Members should activate the recorder any time the member believes it would be appropriate or valuable to record an incident. The recorder should be activated in any of the following situations: (a) All enforcement and investigative contacts including stops and field interview (FI) situations (b) Traffic stops including, but not limited to, traffic violations, stranded motorist assistance and all crime interdiction stops (c) Self-initiated activity involving contact with a citizen in which a member would normally notify the Dispatch Center (d) Any other contact that becomes adversarial after the initial contact in a situation that would not otherwise
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