05-21-12 Council Makes Inquiries on Policies, Procedures and Protocols Addressing Phone Calls and Recordings

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��u�tiFly R� ra:'Ur. Y PRESS RELEASE Date: Monday, May 21, 2012 From: Council Vice - President Oliver J. Davis SACognta:6 -69 8. on behalf of the undersigned Council Members Re: REQUEST TO THE SOUTH BEND CITY ADMINISTRATION "Council Makes Inquiries on Policies Procedures and Protocols Addressin Phone Calls and Recordings " As the Vice - President of the South Bend Common Council, I am releasing a copy of the attached memo sent to Mayor Buttigieg, Police Chief Hurley and Police Division Chief Horvath earlier today. This memo was signed by concerned South Bend Council Members. The Council, like other city entities, are governed by local rules of procedure, as well as local ordinances, and state and federal laws. In the interest of obtaining clarity and transparency, the Council Members who signed the attached memo are requesting information in light of the thousands of incoming and outgoing calls made to the South Bend Police Department last calendar year. We are requesting that the City Administration will address each of these inquiries next Tuesday, May 29th, at the Information and Technology Committee meeting: 1. What protocols were in place prior to March 29, 2012, the date of the Mayor's press release referenced above, to order to maintain and protect the integrity of all calls and recordings? 2. What protocols were instituted after March 30, 2012, in order to maintain and protect the integrity of all calls and recordings? 3. Are all records for the calls listed in the Police Department Annual Report for 2011 in existence today? If not, what were the policies, procedures and protocols used to redact, expunge or destroy such records? 4. On March 29 "' or thereafter, have there been any city employees inquiring to listen to any recordings which are referenced in the Police Department's Annual Report? If yes, whom and what policies, protocols or procedures were followed? What records are available to access such information? 5. What city phone lines other than those in the public safety departments are recorded? If there are such recordings, what are the protocols, policies and procedures? The inquiries we are making are consistent with the City Council's Mission Statement: "To make certain that our City Government is always responsive to the needs of our residents & that the betterment of South Bend is always our highest priority ". Thank you.