Title
Approval of a Recommendation for a Civilian Police Auditor
Recommended Action
Committee Recommendation:
Move to recommend hiring the OIR Group for Police Auditor Services.
City Manager Recommendation:
Move to recommend hiring the OIR Group for Police Auditor Services and forward the recommendation to the full City Council for approval.
Report
Issue:
Whether to recommend hiring the OIR Group for Police Auditor Services and forward the recommendation to the full City Council for approval.
Staff Contact:
Stacey Ray, Assistant City Manager, 360.753.8046
Presenter(s):
Stacey Ray, Assistant City Manager
Background and Analysis:
In May 2023, in response to direction from the City Council (Council), the Social Justice & Equity Commission (Commission) launched a Community Oversight of Law Enforcement (COLE) process to develop recommendations for community member involvement with the Olympia Police Department (OPD). The goal was to ensure that the Commission's final COLE recommendations were representative of a diversity of lived experiences, perspectives, and professional expertise, and reflected the community's values and needs.
At the time the Commission began its work, police oversight services were already being provided through the work of a Civilian Police Auditor (Auditor) and Community Use of Force Board.
On September 20, 2002, Council approved Ordinance No. 6220 which added a new Chapter (2.38) to the Olympia Municipal Code - Police Auditor. The stated purpose of the Auditor was to “provide an independent review and audit of investigations of complaints about the Police Department and/or its employees” to increase public trust and confidence in the professional accountability systems of OPD.
The Council retained their first Auditor in 2003. An Auditor was in place every year until 2009 when budget reductions necessitated a reduction in funding. During the 2020 budget process, Council appropriated funds to reinstate an Auditor.
During the initial phase of the COLE process in 2023, a SJ&E Commission subcommittee, community work group members, and OPD participants worked independently to learn how community members are currently involved in law enforcement; learn about alternative oversight and accountability systems; identify values to be reflected in the ultimate recommendations; and to identify priorities in the goals for community involvement and oversight.
As the COLE recommendations began to solidify, it appeared that the role of the Auditor and the Community Representatives for Police Use of Force Events would evolve to include additional responsibilities to expand their oversight role and provide additional community engagement. Ultimately, the Council’s Community Livability & Public Safety Committee unanimously approved the COLE recommendations for Council's consideration, and on July 9, 2024, Council approved the recommendations.
On December 10, 2024, Council approved an ordinance repealing Olympia Municipal 2.38, Police Auditor, and replacing the chapter with the Council approved recommendations from the Commission for the role of the Auditor. As has been the case since 2003, the Auditor is totally independent from OPD and reports to the Council. The Chair of the City Council Community Livability and Public Safety Committee (CLPS) serves as the Council Liaison to the Auditor.
Significant updates to the Auditor role include development of an annual work plan, directly receiving complaints, enhanced collaboration with a Community Policing Board, and participation in community engagement initiatives.
The City issued a Request for Proposal (RFP) (Attachment A) for a new Civilian Police Auditor on Friday, November 22, and closed the submittal period on Thursday, January 9, 2025. Six respondents submitted complete proposals and were moved forward for an initial review and ranking by a panel made up of City staff from the City Manager’s Office and Olympia Police Department, members of the Social Justice & Equity Commission, and a member of the Community Use of Force Board.
CLPS interviewed three respondents at a special meeting on February 20 and selected one respondent to move forward for a background investigation that meets Criminal Justice Information Services (CJIS) requirements, as was outlined as a requirement in the RFP.
The purpose of this agenda item is for CLPS to direct staff to proceed with contract negotiations for a two-year contractual agreement with the OIR Group for Police Auditor services. If approved, staff will next bring forward a draft contract for City Council approval in early May.
Climate Analysis:
This program is not expected to have an impact on greenhouse gas emissions.
Equity Analysis:
Community groups, especially those most impacted by policing, and underrepresented community groups have requested community involvement and oversight in law enforcement. Updating the OMC to reflect the Social Justice and Equity Commission’s recommendation approved by Council advances social justice and equity in Olympia.
Neighborhood/Community Interests (if known):
The purpose of an Auditor is to contribute to the oversight system of OPD, demonstrating a commitment to accountability and transparency that fosters overall community trust in the public safety system. Community interests include retaining an Auditor with the highest level of ethical conduct and integrity, a commitment to comm
Financial Impact:
The contract amount is estimated to fall within the range of $100,000 to $120,000 annually. The funding for the contract has been approved in the 2025 Operating Budget.
unity values, and effective communication and engagement.
Options:
1. Recommend staff proceed with contract negotiations with the OIR Group for Police Auditor Services.
2. Do not recommend staff proceed with contract negotiations with the OIR Group for Police Auditor Services.
3. Direct staff to develop a different and/or extended process to recruit additional respondents for consideration.
Attachments:
Civilian Police Auditor RFP
OIR Group Proposal
Presentation