Title
Approval of a Resolution Authorizing an Extension of the Agreement with OIR Group for Civilian Police Auditor Services
Recommended Action
Committee Recommendation:
Not referred to a committee.
City Manager Recommendation:
Move to approve a resolution authorizing an extension of the agreement with OIR Group for civilian police auditor services.
Report
Issue:
Whether to approve a resolution authorizing an extension of the agreement with OIR Group for civilian police auditor services.
Staff Contact:
Margo Morales, Community Engagement Program Specialist, Organizational Development and Performance, 360.753.8150
Presenter(s):
None - Consent Calendar Item.
Background and Analysis:
In July 2024, the City Council accepted recommendations from the Social Justice and Equity Commission (SJEC) on Community Oversight of Law Enforcement. The recommendations included enhancements to the role of Civilian Police Auditor (Auditor) including development of an annual work plan, and community engagement. The central role of the Auditor is to review certain types of investigations completed internally by the Olympia Police Department and provide regular reports to the City Council. This includes recommendations to improve police department operations, policy, and training based on their findings.
On December 10, 2024, Council approved an ordinance repealing Olympia Municipal Code Chapter 2.38, Civilian 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 the Olympia Police Department (OPD) and reports directly to the Council. The Chair of the City Council Community Livability and Public Safety Committee (CLPS) serves as the Council Liaison to the Auditor.
In November 2024 the City issued a Request for Proposal (RFP) for a new Civilian Police Auditor and closed the submittal period on Thursday, January 9, 2025. Initial review of the responses was conducted 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.
The CLPS Committee conducted interviews at a special meeting on February 20, 2025, and unanimously approved recommending OIR Group to the full Council for the position of Civilian Police Auditor, directing staff to proceed with contract negotiations.
On May 6, 2025, the City Council approved a resolution authorizing an agreement with OIR group for Civilian Police Auditor Services. The agreement was for one year with the option to extend for additional terms. The initial contract term will end on May 7, 2026.
Staff consulted with the Chair of CLPS, who also serves as the Council's liaison the Police Auditor and supports extending OIR's current contract for another year term. With it being OIR's first year as Auditor, a resolution to extend OIR's current contract is coming to Council prior to the annual report, which is scheduled for May 19. Future reporting cycles will have the annual report to Council before the resolution to approve a new or amended contract.
The purpose of this agenda item is to seek approval from the City Council to extend the agreement with OIR Group for an additional year of Civilian Police Services. This action ensures continued police auditing and reporting services.
Climate Analysis:
There are no climate concerns related to this item.
Equity Analysis:
Community groups, especially those most impacted by policing, and underrepresented community groups have requested community involvement and oversight in law enforcement. Retaining a Civilian Police Auditor to fulfill the expanded scope was reflected in the Social Justice and Equity Commission’s recommendation approved by Council and helps to advance 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 community values, and effective communication and engagement.
Financial Impact:
The City contracted with OIR Group for Civilian Police Auditor services for an initial one-year term beginning on May 7, 2025, valued at $105,000. This one-year extension is $105,000 for
and is included in the 2026 General Fund operating budget.
Options:
1. Move to approve a resolution authorizing an extension of the agreement with OIR Group for civilian police auditor services
2. Do not approve a resolution authorizing an extension of the agreement with OIR Group for civilian police auditor services.
3. Refer the issue to the Community Livability & Public Safety Committee for further discussion.
Attachments:
Resolution
Agreement
Amendment