Chicago Police DepartmentSpecial Order S02-03-01
Beat Community Meetings and District Advisory Committee (DAC)
Issue Date:18 April 2016Effective Date:18 April 2016
Rescinds:8 January 2009 Version of S02-03-03; 30 July 1999 Version of S02-03-05; 24 August 1994 Version of S02-03-06
Index Category:Human Rights and Community Partnerships
I.Purpose
This directive outlines and identifies the responsibilities of Department personnel regarding two key mechanisms for building partnerships with the community:
  • A.Beat Community Meetings.
  • B.District Advisory Committee and Subcommittee Meetings.
II.Beat Community Meetings
  • A.Beat Community Meetings provide an opportunity for members of the community and Department personnel to:
    • 1.exchange information and review official Department statistics, crime prevention materials, and beat activity information;
    • 2.identify, discuss, and address emerging and chronic crime and disorder problems;
    • 3.utilize the problem-solving model to develop comprehensive strategies to combat identified crime and disorder problems;
    • 4.discuss and address previous and newly identified community concerns; and
    • 5.provide feedback and follow-up information on previous meeting’s discussions, identified problems, and implemented strategies.
  • B.Meeting Attendance
    • 1.The following Department members are required to be in attendance at Beat Community Meetings:
      • a.On-duty 3rd watch beat officers.
      • b.On-duty 3rd watch community relations officer.
      • c.On-duty district Community Organizers.
      • d.Designated on-duty district tactical officer.
      • e.Designated on-duty field supervisor.
      • f.Community relations sergeant, when necessary.
      • g.1st and/or 2nd watch beat officers, when requested and approved by the district executive officer or district commander.
      • h.Area Community Relations Coordinators and Area Youth Service Coordinators, when requested.
    • 2.The district watch operations lieutenants will attend one Beat Community Meeting per sector, per month.
    • 3.When available, district executive officers and district commanders will attend the Beat Community Meetings.
      NOTE:
      At minimum, the above-listed personnel will attend one Beat Community Meeting a month.
    • 4.When available, area executive officers and area deputy chiefs will attend at minimum, one Beat Community Meeting per month in their Area.
    • 5.The beat facilitator will co-chair and assist in facilitating the Beat Community Meeting.
      NOTE:
      A sworn member (beat officer, community relations personnel) will always co-chair the Beat Community Meeting. In the absence of the beat facilitator, the on-duty field supervisor in attendance will co-chair, monitor, and assist in facilitating the meeting.
  • C.Meeting Format
    • 1.Each beat will host a Beat Community Meeting, at minimum, once every other month. If appropriate, meetings may be held more frequently at the discretion of the district commander and in consultation with the community.
      • a.This requirement does not prohibit multiple beats from being represented at a single Beat Community Meeting at the discretion of the district commander and in consultation with the community. However, no more than three beats (when there are more than 3 beats per sector or are adjoining beats in different sectors) may be represented at a single Beat Community Meeting.
      • b.In addition to the bi-monthly Beat Community Meetings, quarterly Sector meetings may be held at the discretion of the district commander and in consultation with the community. However, Sector meetings will not replace the bi-monthly Beat Community Meetings.
    • 2.Meetings will be limited to one hour in length.
    • 3.Meetings will be discussion-based and have an emphasis on problem-solving and information sharing by the Department, the community, and governmental and nongovernmental agencies.
    • 4.Meetings will follow a set agenda developed by the community relations sergeant, in partnership with the beat officers, beat facilitator, and the community organizer, and, at minimum, include the following:
      • a.welcome, introductions, and announcements.
      • b.feedback and follow-up on progress made on previously identified problems, including arrest data and statistical information.
      • c.identification and analysis of new problems.
      • d.discussion of strategies and coordination of responsibilities.
      • e.recap including the information on the next Beat Community Meeting.
  • D.Distribution of Materials and Resource Information
    The community relations sergeant will be responsible to develop and ensure the following resource materials are available for review at Beat Community Meetings:
  • E.District commanders will:
    • 1.oversee the overall scheduling, management, and maintenance of the Beat Community Meetings.
    • 2.review and approve the required Beat Community Meeting reports.
    • 3.ensure that community relations sergeants receive the support needed from district personnel.
    • 4.facilitate transfer of information and response to requests for resources between the district and outside units.
    • 5.review the schedule of Beat Community Meetings to ensure that:
      • a.a Beat Community Meeting is regularly scheduled and held for each beat within their district of command, at minimum, once every other month.
      • b.meetings are scheduled in such a manner to minimize the impact on district operations.
      • c.the schedule of meetings for the upcoming month and any change in the regular schedule is disseminated accordingly.
      • d.information relative to Beat Community Meetings is made available to the public, including posting the information on the district's calendar on the www.chicagopolice.org web portal.
    • 6.ensure civilians volunteering for service as a beat facilitator or co-facilitator complete the Application for: District Advisory Committee and Subcommittee Membership/Officer Positions, Beat Facilitator/Co-Facilitator (CPD-21.707) and:
      • a.complete the District Commander Interview Form (CPD-21.708) when interviewing civilian volunteers for the above described service positions.
      • b.ensure the applications and interview forms are reviewed, approved, and retained according to establish procedures.
  • F.District station supervisors will:
    • 1.ensure proper beat and supervisory sector coverage whenever beat officers and field supervisors are attending a meeting.
    • 2.ensure that information regarding upcoming Beat Community Meetings and the names of officers assigned to a beat are provided when requested by community members,
    • 3.upon being notified by the assigned beat officers’ inability to attend a scheduled Beat Community Meeting, assign a replacement officer from the rapid response car assigned to that sector to attend the meeting.
    • 4.allow on-duty beat officers to attend other community-sponsored meetings or events on their beat as often as possible, when it is determined that their presence is beneficial and it does not interfere with operational needs.
      NOTE:
      The PCAD event for Community Interaction (COMINT) will be used for officer-initiated positive non-enforcement communication/interaction with community members and attendance at community-sponsored meetings or events.
  • G.The watch operations lieutenant will:
    • 1.identify and provide personnel to attend Beat Community Meetings unless operational requirements dictate otherwise.
    • 2.ensure that the required members are notified to attend the appropriate Beat Community Meeting.
    • 3.monitor Beat Community Meetings, including attendance by both Department and community members, and provide recommendations for improved effectiveness or to reconcile any deficiencies discovered.
    • 4.attend beat meetings, at minimum, one per sector, each month.
  • H.The field and tactical lieutenant will:
    • 1.identify and provide personnel to attend each Beat Community Meeting unless operational requirements dictate otherwise.
    • 2.attend beat meetings as directed by the district commander.
  • I.The community relations sergeant will:
    • 1.be responsible for the overall scheduling and management of all Beat Community Meetings in the district to which they are assigned.
    • 2.coordinate with the beat officers and beat facilitator when developing the agenda and topics for the Beat Community Meetings.
    • 3.as appropriate, attend district beat community meetings and DAC meetings.
    • 4.coordinate with the appropriate district personnel to discuss issues raised at the Beat Community Meetings.
    • 5.ensure that the meeting is open to the public and held at a public location in compliance with the Department directive entitled "Human Rights and Human Resources." The meeting location should be on the beat.
      NOTE:
      Private homes or those establishments whose primary source of income is derived from the sale or consumption of alcohol will not be used as locations for meetings.
    • 6.ensure that a schedule of meetings for the upcoming month is established, and any change in the regular schedule is provided to the district commander, the Community Relations Division, and posted on the district calendar on the www.chicagopolice.org web portal.
      NOTE:
      At minimum, this schedule will include a listing of the locations, dates, and times of the meetings for each beat.
    • 7.ensure the watch operations lieutenant and the tactical lieutenant are notified of the required beat officers and appropriate additional district personnel are notified to attend the appropriate Beat Community Meeting.
    • 8.coordinate requests for guest speakers, outside unit participation, and various resources needed for the meeting.
    • 9.develop and ensure the materials and resource information are available for review at the Beat Community Meeting.
    • 10.monitor and audit Beat Community Meetings which can include, but is not limited to:
      • a.attending Beat Community Meetings and completing Beat Community Meeting Evaluation Forms.
      • b.monitoring Department and community attendance.
      • c.ensuring the problem solving, information sharing, follow-up, and accountability aspects of the Beat Community Meetings are maintained.
      • d.ensuring community relations reports and associated CLEAR applications are reviewed and approved as necessary.
    • 11.review, approve, and forward the Beat Community Meeting reports, as appropriate.
    • 12.ensure that notified subordinate Department members not present at the meeting are informed of issues raised at the meeting and initiate an investigation of any unexcused absence according to the procedures outlined in the Department directive entitled “Complaint and Disciplinary Procedures.”
      NOTE:
      When appropriate, supervisors will utilize the less serious transgression No. 19, Inattention to Duty, for unexcused absences from Beat Community Meetings.
    • 13.make contact with each beat facilitator at least twice a month.
    • 14.evaluate requests from community groups seeking the presence of Department members at community-sponsored meetings to determine if their attendance at the meeting is beneficial.
  • J.Sector and rapid response sergeants will:
    • 1.as directed, attend meetings to support the problem-solving process. When attending a Beat Community Meeting, the assigned supervisor will:
      • a.ensure that the meeting follows the agenda and that it proceeds in an orderly manner.
      • b.designate an officer to complete the required Beat Community Meeting reports.
      • c.actively participate in the meeting and the problem solving process.
    • 2.ensure proper beat coverage when beat officers are out of service at a meeting.
    • 3.as assigned, provide temporary supervisory coverage for supervisors who are out of service at a Beat Community Meeting.
  • K.Beat officers will:
    • 1.attend Beat Community Meetings when notified to attend. If a notified beat officer is unable to attend a Beat Community Meeting, the officer will notify their station supervisor prior to the meeting.
    • 2.publicize upcoming Beat Community Meetings.
    • 3.identify guest speakers and other resources needed for an upcoming meeting and notify the community relations sergeant.
    • 4.prepare for the meeting by reviewing relevant documents.
    • 5.attend meetings during their tour of duty or as designated representatives from their watch, in the prescribed seasonal field uniform.
    • 6.if on-duty, notify the Office of Emergency Management and Communications (OEMC) when attending the meeting and turn off their radios while the meeting is being conducted.
    • 7.actively participate in the meeting and the problem solving process.
    • 8.when designated, complete the required Beat Community Meeting reports and submit them to the community relations sergeant for approval.
    • 9.if on-duty, return to service promptly following the meeting by informing their supervisor and the OEMC of their availability.
  • L.Rapid response and tactical officers will:
    • 1.provide relevant information to beat officers and supervisors for the meeting.
    • 2.attend Beat Community Meetings as required or when notified by the district station supervisor to assist in the problem-solving process.
    • 3.actively participate in the meeting and the problem solving process.
    • 4.as assigned, provide temporary coverage for beat units attending a meeting.
  • M.Officer assigned to the community relations office will:
    • 1.assist the community relations sergeant in scheduling, publicizing, and preparing materials for beat community meetings.
    • 2.attend Beat Community Meetings as notified by the community relations sergeant.
III.District Advisory Committee (DAC)
  • A.The four required DAC Subcommittees include:
    • 1.Court Advocacy - to identify and track court cases that are of concern to the community.
    • 2.Domestic Violence - to address needs and concerns of the community related to preventing, identifying, and addressing Domestic Violence. This subcommittee will be staffed by the Domestic Violence Liaison Officer (DVLO) in the community relations office.
    • 3.Older Adults - to address the needs and concerns of older adults.
    • 4.Youth - to address the needs and concerns of the community’s youth population including managing youth-orientated programs (e.g., Peer Jury).
      NOTE:
      The Youth DAC Subcommittee is separate and distinct from the Youth Councils established by the Department as outlined in the Department directive entitled "Community Relations Strategy."
    NOTE:
    Other subcommittees district commanders may consider are Business, Faith-Based, Lesbian-Gay-Bisexual-Transgender (LGBT), Hospitality, Community Emergency Response Teams, or other committees which may serve a specific need of the community. Such subcommittees can be established or disbanded as circumstance or conditions in the district evolve. All subcommittees should meet, at minimum, bi-monthly.
  • B.District commanders will:
    • 1.be responsible for the general oversight of the activities of the DAC and the DAC Subcommittees.
    • 2.meet, at minimum, Bi-Monthly with the DAC and work to identify issues related to crime and disorder, establish priorities, and develop district-level strategies.
    • 3.ensure the DAC follows the procedures outlined in the established DAC By-Laws.
    • 4.ensure each DAC establishes subcommittees consistent with the needs and concerns of the community relative to crime and disorder problems and in accordance with the district’s operational needs. At minimum, each district will be required to have the subcommittees outlined in Item III-A.
    • 5.inform Department personnel serving as DAC members in districts where they reside or own a business, that:
      • a.they are not permitted to use their positions as Department members to gain access to or disclose official reports or files, or to influence the conduct of the DAC.
      • b.participation in certain DAC activities which affect their individual conditions of employment may be prohibited by the provisions of the Governmental Ethics Ordinance, Chapter 2-156, Section 010, of the Municipal Code of Chicago.
    • 6.ensure members of the community that volunteer for service as a District Advisory Committee member or sub-committee member complete the Application for: District Advisory Committee and Subcommittee Membership/Officer Positions, Beat Facilitator/Co-Facilitator (CPD-21.707) and:
      • a.complete the District Commander Interview Form (CPD-21.708) when interviewing civilian volunteers for the above described service positions.
      • b.ensure the applications and interview forms are reviewed, approved, and retained according to establish procedures.
  • C.DAC Responsibilities
    • 1.District community relations personnel will provide assistance and work closely with the DAC and subcommittee members. The community relations sergeant will coordinate any request for training by community members with the Community Relations Division and ensure the DAC records are maintained as directed by the district commander.
    • 2.Subcommittee chairpersons, in conjunction with personnel from the Community Relations Office, will coordinate the training and activities of the subcommittee members.
    • 3.District desk personnel will direct all community member's requests for DAC or court record information to the district community relations office, Monday through Friday, during the 2nd and 3rd watches.
    • 4.Field officers will, through the community relations office, inform the Court Advocacy Subcommittee of any cases which are of concern to the community and where the subcommittee’s attendance in court might be beneficial to the successful outcome of the case.
  • D.Court Advocacy Subcommittee
    • 1.The goal of this subcommittee is to impact the criminal and civil justice systems by gaining meaningful access to the courts and by becoming active participants in the administration of justice in their community. Subcommittee members will attend court hearings, thereby making the courts and state’s attorneys aware that they, a community as a whole, are also victims of crimes. The increased community interest and awareness provided by the subcommittee will facilitate a working partnership between police officers on the beat and community members.
    • 2.The subcommittee will also provide the mechanism for community members and Department personnel to access various public records from the Clerk of the Circuit Court of Cook County and to develop a court tracking system. Subcommittee members will track the progress of various court cases and endeavor to make the courts more accountable to community interests. Court record information will be obtained by computer via PRODCICS at the district level.
    • 3.Clerk's Information System
      • a.The court record information provided by PRODCICS is a matter of public record.
      • b.District community relations personnel will be trained in the use of the PRODCICS and provided with personal access codes.
      • c.Access to Department computers will be limited to Department personnel.
  • E.Domestic Violence Subcommittee
    • 1.The Chicago Police Department recognizes that partnership and targeted problem solving are pivotal to reducing domestic violence in our communities. The role of the Domestic Violence Subcommittee is to facilitate police/community domestic violence partnerships and problem solving at the district level. By actively engaging the community and serving as a district-based resource on domestic violence issues for field officers and the community, the Domestic Violence Subcommittee is the key to a coordinated police/community response to domestic violence.
    • 2.The development and structure of any Domestic Violence Subcommittee may, under a problem-solving strategy, vary according to a district's needs and resources available.
      NOTE:
      At a minimum, the Domestic Violence Subcommittee should include the Domestic Violence Liaison Officer (DVLO), a community representative, and any domestic violence service providers or other appropriate partners working within the district boundaries or the surrounding area.
    • 3.The responsibilities of the Domestic Violence Liaison Officer (DVLO) include:
      • a.serving as a resource to the DAC on domestic violence issues and as the district representative on the Domestic Violence Subcommittee.
        NOTE:
        The DVLO will meet with the subcommittee members on a regular basis to facilitate community/police problem solving on domestic violence as it exists at the district level.
      • b.providing periodic roll call training for district personnel on Department policy, legal issues, and other matters relating to domestic violence.
      • c.maintaining current district reference materials on domestic violence related laws, Department policies, and training materials.
      • d.providing information about available domestic violence related resources and services to officers and the community to facilitate problem solving for domestic violence and to assist in making appropriate referrals for survivors of domestic violence.
      • e.supporting Bureau of Detectives Area follow-up investigations of domestic violence incidents by:
        • 1.identifying and informing the Area Domestic Violence Coordinator of multiple case reports from the same location.
        • 2.problem solving and sharing information on district-based domestic violence issues.
      • f.acting as the district liaison and coordinating with any local domestic violence service providers, community members, or other appropriate partners in developing community awareness on domestic violence.
      • g.having knowledge of computerized domestic violence information and providing this information to beat officers, Domestic Violence Subcommittee members, at beat meetings, and to the community.
      • h.informing and, when necessary, consulting with the Domestic Violence Operations Coordinator (DVOC), assigned to the Community Relations Division, on recurring domestic violence issues or problems or prior to initiating new domestic violence related programs or projects at the district level.
      • i.attending periodic training updates developed by the DVOC in order to remain informed of changes in criminal statutes, Department policy, and other domestic violence related issues.
      • j.other duties as identified by the district commander.
Authenticated by: KC
Eddie T. Johnson
Superintendent of Police
15-084 MWK/RWN