MEMORANDUM

March 05, 2018

To:       Tom Markus, City Manager           

From:  Gregory C. Burns Jr, Chief of Police

Ref:     Public Cameras (Draft Policy)

I. PURPOSE

It is the purpose of this policy to provide guidelines for the use of overt public cameras.

II.  POLICY

It is the policy of the Lawrence Police Department (LPD) to install and utilize overt cameras, within public spaces, for the purpose of enhanced public safety in a manner consistent with accepted rights of privacy. The camera system utilizes cameras, which are capable of transmitting video images to a secure server, installed within the LPD. The cameras will not be monitored live by any LPD personnel as a matter of daily police operations with the exceptions of specific large scale special events (e.g., NCAA Elite Eight, NCAA Final Four, St. Patrick’s Day Parade) or unless exigent circumstances exist. However if a report of a potential crime is reported to LPD video will be reviewed to determine if any potential evidence may have been captured. To assure there is no violation of a person’s reasonable expectation of privacy, cameras shall be focused on public areas and the images shall not be used or disseminated improperly. 

Nothing in this policy applies to the use of covert cameras utilized to further undercover investigations.

III. DEFININITIONS

Overt Camera: For purposes of this document, overt camera means cameras that are noticeable.

Public Space: A place that is generally open and accessible to people.

Retrieval: Copying images from the hard drive to some other media (CD ROM, etc.)

IV.       ACCESSIBILITY TO VIDEO IMAGES

Video feeds or images from LPD cameras may be accessed, or viewed, by individuals outside of the LPD only for specific needs, if requested. All such requests from individuals outside of LPD will be submitted to, and approved by, the Chief of Police, or his/her designee.

V.        VIDEO IMAGE ARCHIVE

Unless limited by technological constraints, the recordings are maintained in the LPD camera system hard drive for a period of 14 days.

VI.       REQUESTING VIDEO IMAGES

LPD overt camera video images are deleted after 14 days. Video requests must be made prior to the end of the 14-day period. Requests should be made at the earliest available opportunity in order to make certain that the request can be fulfilled. The request for video research from the LPD camera system must be authorized by a commanding officer. All requests for recorded video images by LPD personnel will be sent to the Technical Services Division Commander or designee for approval. If approved, the Technical Services Division Commander will forward the request to Technical Investigations. Technical Investigations will have the responsibility to provide the recorded video. Requests will be made by officer special and must contain the following information:

· The date and time of the incident

· The location of the incident

· The reason for the request

· The name and contact information of the requesting member

· The name of the authorizing commanding officer

· The date when the video will be needed (if urgent circumstances exist)

· The request should also include the following information, if applicable:

(A)The nature or type of occurrence (e.g. accident, offense)

(B) Description of suspect(s) or victim(s)

(C)Significant landmark(s) or points of reference

Requests made by the news media for video images will be disseminated in accordance with applicable state law. (See K.S.A. 45-215) et. seq., Requests will be reviewed in compliance with Kansas Open Records statutes and shall be handled by the Records Division.

VII. RETRIEVAL OF RECORDED INFORMATION

Video recorded images will be stored in a secure location with access by authorized personnel only. The authority to access, research, and retrieve recorded Information from the LPD camera system is restricted to the members of Technical Investigations. Technical Investigations retains the authority to release recorded videos from the camera system to individuals who have made an appropriate request in compliance with the procedures outlined in this policy.

Periodic audits of the camera system shall be conducted by the members of Technical Investigations to insure that the system is functioning properly and in good working order.

VIII. PROHIBITED USES

The operation or use of LPD overt Camera system cameras to observe known private areas or those where there may be a reasonable expectation of privacy is prohibited, unless otherwise authorized by law. All reasonable efforts shall be taken in order to protect the privacy rights of individuals in areas not accessible to the public.

Gregory C Burns Jr.                                                Chief of Police