Title
Recommendation to Authorize Updates to the Existing Alameda Police Department Policy Manual to Conform to Best Practices and to Ratify Policies that Have Been Updated Pursuant to Legal Updates, Significant Liability Issues, and Imminent Safety. (Police 10031100)
Body
To: Honorable Mayor and Members of the City Council
From: Gerry Beaudin, City Manager
EXECUTIVE SUMMARY
The City of Alameda (City) Police Department (APD) remains committed to the timely adoption of sound policies and procedures to deliver procedurally just service that aligns with best practices and industry standards. To effectively accomplish this:
- APD contracts with a policy development company (Lexipol) to generate, retain, update, and publish the APD policy manual. Part of the contract includes periodic review and revision of the policy manual to reflect current best practices, emerging case law, and new legislative changes/mandates, and
- In addition to Lexipol, APD further engages in regular reviews and proposes policy modifications when operational changes occur or when the need for new internal procedures is identified.
This report provides recommended changes to various policies based on legal developments and/or recommended best practices.
BACKGROUND
Before Lexipol, APD operated under a set of General Orders that served as its policy manual. At that time, APD and the City Attorney’s Office were solely responsible for:
- Monitoring evolving best practices,
- Staying abreast of relevant new case law and changes in legislation,
- Updating and modifying the General Orders to include new best practices and laws, and
- Printing and disseminating updated/modified General Orders to APD personnel.
This time-consuming and cumbersome process required a tremendous amount of City resources.
Approximately 14 years ago, APD entered into an agreement with Lexipol to create, maintain, update, and publish a policy manual. Lexipol is a risk management company that specializes in the creation of electronic public safety policy manuals. Lexipol effectively serves approximately 8,100 public safety agencies/municipalities by:
- Reviewing legislative and regulatory changes that impact operational services. On average, Lexipol reviews about 9,000 changes every year to ensure the policy manuals it manages stay current and comprehensive,
- Pooling resources so its clients are able to obtain their policy manuals from a single source in an easily changeable electronic format that allows for near real-time policy manual updating and instantaneous notification to employees of updates, and
- Working with subject matter experts in policy development.
In short, using Lexipol has resulted in APD’s policy manual remaining more up-to-date, more easily accessible, and constantly reviewed by industry experts outside APD.
Although APD works with Lexipol for policy development and updates, APD has the ability to use Lexipol recommendations as a baseline to create a more restrictive policy for implementation into operations.
On September 20, 2022, City Council provided direction to staff to continue bringing policy updates/changes to the APD policy manual to City Council for review and confirmation. However, City Council authorized the Chief of Police to make applicable updates/changes to the policy manual that would be valid and enforceable immediately if they fell into one of three categories:
- Legal updates,
- Imminent safety issues, and
- Liability issues.
The changes to these policies have already been implemented because they fell into one of these categories.
DISCUSSION
The following APD policies require updating:
204: Emergency Management Plan
- POLICY was modified to correct a reference error. (See Exhibit 1, page 1)
- ACCREDITATION STANDARDS was modified to reference the accreditation standard the policy satisfies. (See Exhibit 1, page 1)
- DISASTER PREPAREDNESS was modified to align with the City of Alameda Emergency Operations Plan adopted by the City Council in April 2026. (See Exhibit 1, pages 2 to 3)
- TRAINING was created to comply with accreditation standards. (See Exhibit 1, page 4)
300: Use of Force
Change includes:
- ACCREDITATION STANDARDS was created to reference the accreditation standard the policy satisfies. (See Exhibit 1, page 5)
- A new subsection in USE OF FORCE was added to comply with accreditation standards. (See Exhibit 1, page 15)
307: Officer Response to Calls
- POLICY was created as a new section to comply with accreditation standards. (See Exhibit 1, page 23)
- PURPOSE AND SCOPE was updated for clarity. (See Exhibit 1, page 23)
- RESPONSE TO CALLS was updated for clarity. (See Exhibit 1, page 23)
- RESPONSIBILITIES OF RESPONDING was updated for clarity. (See Exhibit 1, page 24)
- COMMUNICATIONS RESPONSIBILITY was updated for clarity. (See Exhibit 1, page 24)
- ANNUAL POLICY REVIEW was created as a new section to comply with accreditation standards. (See Exhibit 1, page 26)
313: Temporary Custody of Juveniles
- ACCREDITATION STANDARDS was modified to reference the accreditation standard the policy satisfies. (See Exhibit 1, page 27)
600: Investigation and Prosecution
- ACCREDITATION STANDARDS was modified to reference the accreditation standard the policy satisfies. (See Exhibit 1, page 41)
- USE OF DESIGNATED ROOMS FOR INTERVIEWS AND INTERROGATIONS was modified to comply with accreditation standards. (See Exhibit 1, page 53)
801: Communications Center
- ACCREDITATION STANDARDS was modified to reference the accreditation standard the policy satisfies. (See Exhibit 1, page 55)
- DUTIES AND RESPONSIBILITIES was modified to align with current practices. (See Exhibit 1, page 56)
- COMMUNICATIONS MANAGER was modified to align with current practices. (See Exhibit 1, page 58)
- CALL HANDLING was modified to comply with accreditation standards. (See Exhibit 1, pages 61 to 63)
- RADIO COMMUNICATIONS was modified to comply with accreditation standards. (See Exhibit 1, page 63)
- RECORDING AND PLAYBACK was created as a new section to comply with accreditation standards. (See Exhibit 1, page 65)
900: Temporary Custody of Adults
- ACCREDITATION STANDARDS was modified to reference the accreditation standard the policy satisfies. (See Exhibit 1, page 66)
1023: Occupational Disease and Work-Related Injury Reporting
- PURPOSE AND SCOPE was modified due to the change of a policy name being referenced (See Exhibit 1, page 84)
1100: Police Department Facilities
This is a new policy created to comply with accreditation standards. (See Exhibit 1, pages 89 to 91)
ALTERNATIVES
• Do not approve the policy updates
• Modify the policy updates
FINANCIAL IMPACT
There is no financial impact from approving the policy updates from Lexipol. Funding for the Lexipol contract is currently included under the Police Administrative Services Division budget.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The policy referenced is from the APD policy manual published by Lexipol. See the Discussion section for the policy number.
This action is consistent with the City’s Strategic Plan, Strategic Priorities Project CS19: Continue implementing data driven, intelligence led policing strategies to reduce crime, including working with new crime analyst position and incentive program.
These updates to the APD policy manual are consistent with applicable state and federal law, as well as the standards required for APD’s accreditation with the Commission on Accreditation for Law Enforcement Agencies (CALEA).
ENVIRONMENTAL REVIEW
This action does not constitute a “project” as defined in California Environmental Quality Act (CEQA) Guidelines Section 15378 and therefore no further CEQA analysis is required.
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize updates to the existing Alameda Police Department policy manual to conform to best practices and to ratify policies that have been updated pursuant to legal updates, significant liability issues, and imminent safety.
Respectfully submitted,
Nishant Joshi, Chief of Police
By,
Alan Kuboyama, Acting Assistant Chief of Police
Financial Impact section reviewed,
Ross McCarthy, Finance Director
Exhibit:
1. Policy Updates