1.112 - Responding to Requests from Elected Officials

Effective Date: 02/01/2018

This policy applies to all forms of communication by all civilian employees below the rank of executive and all sworn employees below the rank of Assistant Chief. Personnel conducting community meetings may communicate with elected officials, as appropriate.

The Department will ensure a prompt and thorough response to contacts and requests from elected officials and their representatives

This policy does not apply to matters that are of no reasonable concern to the Department, to include personal communications. It also does not apply to correspondence between labor representatives and elected officials regarding legitimate labor concerns.

1.112-POL

1. The Department Defines Elected Officials as Federal, State, County or Local Legislative or Elected Officials, Candidates or Their Staff/Representatives

2. The Department Uses Specific Points of Contact for Communication with Elected Officials

The Chief Financial Officer is the point of contact for the City Council.

The Chief Strategy Officer is the point of contact for the Mayor’s Office and county, state and federal elected officials.

3. Employees Will Forward Requests from Elected Officials to the Official Department Points of Contact

Employees will not communicate with elected officials regarding Department-related matters. Instead, they will forward requests to the official Department points of contact.

The Department points of contact will screen all outgoing Department-related information with the Chief of Police before releasing it to elected officials.

See 1.112-PRO-1 Communicating with Elected Officials

Exception: Department employees who have regular interactions with elected officials about on-going issues may respond to such elected officials at the time of the request, but must inform the Office of the Chief of Police through their chain of command as soon as practical.

Exception: Personnel conducting community meetings may communicate with elected officials who are present, as appropriate, but must notify the Office of the Chief of Police through their chain of command as soon as practical.

Exception: Precinct Captains may communicate with their district City Councilmembers, but must notify their Bureau Commander regarding these communications as soon as practical.

1.112-PRO-1 Communicating with Elected Officials

Employee

1. Receives an inquiry related to official Department matters from an elected official or their representative

2. Notifies their lieutenant/civilian manager via the chain of command

Lieutenant/Civilian Manager

3. Receives the notification and forwards any official request through the chain of command to the Department point of contact (Chief Financial Officer or Chief Strategy Officer)

Chief Financial Officer or Chief Strategy Officer

4. Receives the notification and proposes a response

5. Reviews the request and proposed response with the Chief of Police

6. Provides appropriate response to the elected official or representative