Good evening everyone. Welcome. I'm going to call this meeting of the city of Charlottesville Police Civilian Oversight Board, the regular month of meeting to order. It's Thursday, March 12th, 2026, and it is 6:31 p.m. Mr. Walker, would
you please call the role? >> Sure. Uh, Mr. Vaughn, >> uh, Dr. Dobson, >> here. >> Mr. Frasier, Dr. Frasier >> here, >> Mr. Fry here, >> and Mrs. Yeah. >> Okay. Thank you. Let me just quickly go
over the ground rules or our sort of participation rules and they are on the back of the agenda. >> Mr. Miller, sorry. >> Oh yes, Mr. Miller. >> Thank you. So, we want to adhere to respectful
conduct, treat other attendees and guests with courtesy, listen actively, avoid interruptions, refrain from personal attacks or inflammatory language. There'll be two opportunities for public comment. Um, please wait for that
designated time to uh to make a comment. You may do that either in person here, online. Are we set are we screaming or I believe we are. Okay. Um there's a threem minute time limit for any
individual comments, but you may speak at both um both public comment periods. If you choose when you speak, please state your name, your affiliation, if any, and whether you're resident of Charlottesville or another jurisdiction. Please keep in mind the board will not
be entering entering into dialogue during this period. We'll listen carefully to your comments. If there are specific questions, please submit them in writing to the office. might not be responding to questions. Um
so let's um move on to item two. Um is there a motion to approve or amend the proposed meeting agenda? We do need to amend it. >> Mr. Say it again. I'm sorry. >> I said, is there a motion to approve or
amend the agenda? Do we need to amend it? >> Yes, I will. I move to amend a gentleman from the close session portion the item titled review of internal affairs case number 2025-927-
>> Is there a second? Yes. Okay. All in favor? I >> thank you. Um and the um minutes also we need to approve the minutes. you should have them in front of you from our February
meeting. Um, I will either entertain a motion to approve them or accept any motion to amend them to second. >> Okay. All in favor?
>> Any announcements from any of the board or from Mr. Walker? >> Uh, so I have I have two quick announcements. And maybe you can speak for a second one more. Um, is that I was trying to think about like a calendar option so that everybody could have like
a a static calendar link. And I think what I'm going to do is create where I've already created it. It's a published Microsoft calendar, but you can only get to it if you have the link. And so what I can do is send everybody the link. Um, it's just a view only calendar. So you could put it on you
could bookmark it on your personal device. to bookmark it on um your city device. But if you just click it, you'll just be able to view all the events that have been sent in those weekly emails. They're just all there. I can put details on the calendar. You can like skip through the months and see
everything. So to me, that made it just static. And when I add something, it immediately would be viewable on your event. So you can look at that calendar at any time. Um and it just seemed like that might be the easier way to keep track of all the events. The reason I didn't want to do it in a like public
format like sitting on the website is because it has it has events that are not community or they're not for the community like for example we do um private CPD events that were where we're going to a police department event that that's specific to them like comat as an
example. So there's nothing like hidden about that. It's just that the public's not invited to it's a board member event to attend. Um, and so that just gives that option for you guys to be able to see it whenever you want. So I will send that out um, in the next email probably
Tuesday and that way you can just see all the events. You can just take that link, bookmark it, put it wherever you want and the link will just pop up your calendar and it will be scroll once and it's always current. When I add or if I remove something, it does immediately. Correct.
>> So that that kind of solves that option a little bit. >> Thank you for that. Um and then the next item is I just wanted to mention the event opportunity with Department of Human Services which is on I believe next Friday right March 20th. Um and
that we committed to setting up a table there. So I will be attending that. We could have two board members attending. I just wanted to see if we can lock in anybody. Is that Mr. Walker? >> And where is it?
>> Yeah. Okay. >> So, kind of it might be a it it might be me and I know you're there at a se on a separate kind of purpose. So, you're not there representing the board. Um, but if I'm there, you know, pop over, but I'm happy
to do it. So, I know we can have up to two board members there. Correct. Yes, >> I've got a be it is middle of the workday. So, I get but okay. I just wanted to mention that again. Anybody else have any like
announcement? >> Yeah, I just have a quick one. Um, I just gave um Mr. What I put together this week some talking points on the sort of the three hot topics as to why we can't fulfill the oversight function
as um promised in the original ordinance. The first one is why we cannot conduct independent investigations. The second why we cannot hold hearings. The third is why we can't make binding disciplinary recommendations. As soon as Mr. Walker looks at it, approves it, I'll send it
out to everybody. I would just ask you to familiarize yourself with it. So when you engage with a community, these questions come up or even if they don't, we can be proactive about saying, "We're asking for changes in the ordinance. This is why we've been at this for seven years. We've never had a hearing. This
is why." Um, and it goes into some of the legalities and so forth. And as I said, once um once you get it, I hope to get as soon as Mr. Walker can get to it, I'll get it to you. >> We can send it on the Tuesday email. >> Okay. Yeah, that'd be great.
>> Yeah. So go ahead. I was just curious if um we would be able to make that publicly available to the publicly available. Um I don't know if that's something that would have to go through the city attorney. >> Well, now that you've discussed in an
open meeting, anyone could request it. So >> yeah, and my my hope would be to go ahead and get some run off so we could actually hand it out because it's, you know, it's two pages. I mean, it's not light reading. I mean, we could certainly share the highlights, the bullet points with whomever we were
talking to, but as we engage with members of the community, particularly members of the community that might, you know, have some concerns about the ordinance changes that we're asking from council. I think this is going to become critical to head off the opposition that
might otherwise become. So, um, anyway, look for it. Please look at it. You have thoughts, feedback, questions, please get back to me. Look for it next week. question about that. Do you have anything else on announcements? Anyone else?
Yeah. While we have the public comment, can I go to one of our board members? >> Okay. Wondering should we Is there anyone online? Caroline from I'm going to assume that that there's no
interest in public comment from online. Um, also to anyone else in there's any interest in public comment. >> Uh, happier. probably you're right. Sorry. Sorry. Sorry.
>> And James, there's no no public comment. Okay. >> Okay. So, moving on to item five work plan information. Walker. >> So, sorry, I was just different places. What I'll do just jumping back to this
item really quick that you were talking about um once I take a look at it we since you brought it up during the meeting I can add it to the agenda packet that was originally so available there. >> Um but also we can put it out on the website or something once Yeah. That's
not an issue. >> I can send my word document. >> Sure. Yeah, that would be good because then I can kind of >> tweak it. We can we can discuss Monday. Yeah, we can send it out. So, that covers that.
>> Um, this item on the agenda was mainly to talk through some of the stuff that different board members have been doing over the past couple weeks. Um, going back to like our work session as well as to um just individual meetings that
we've had. And so, if you look at the calendar page, this thing is something that we've been kind of developing as we go and just figuring out what this looks like and how it might work. But if you look to the put the lower four months in there, the last one fine. If you go to the
February to March one, this was me trying to reflect what I can kind of remember of all the things I've been worked on, what different people have expressed interest in working on. Um, so if you just take a quick moment to look at that. Um, and then
I really want to just open up about discussion for the board related to these topics. Is there anything missing? Is there anything? >> Yeah. Anything that anything that we need to hammer out as far as when to do another followup or meeting on this thing?
>> And so just take a quick look at that real quick. We're putting names in there based on kind of conversations we had and what you think or feel about what's on there. So then just kind of going down. No one
has anything to is this April 2nd panel just page direct oversight of question. >> Yeah, the use of force panel. >> I don't know. Just says case review
before panel. Okay. So, that that's in reference to the case uh for tonight that we are no longer going to be able to review tonight. Um and so what what we can do is review that case in
individually or in groups of two in the office outside of a public meeting session u and then bring a binding or recommendation or opinion back to the next April meeting. So that's why I saying before April and kind of that way
we have a about a month of time to develop that public statement for like case file. So that's that's why I put that in there. So it's just like scheduling time with me to come to the office to review those that case information.
>> Were there any other questions before? It sounds like James you wanted to kind of run through it top. Yeah, I just wanted to kind of see what's accurate. >> Yeah, I don't have any personal pictures. All right, so
update wise. Okay, Dr. and I have been meeting on a weekly basis to go through the ordinance revisions. Um, and so what we've done is kind of create a section by section. Here's the problem. Here is the current language. Here's some
possible new language. Our goal is to put that into the form of a full kind of red line version, which means cut this language, add this language throughout the the ordinance as it stands. city attorney's office will definitely be reviewing that over the coming period of
time. Surprise, but you might have already known that. Um, and also that just gives the board members the opportunity to review that as well. Um, and so the idea is to provide some pre-written information or pre-written
language for you and that way we can tweak as we go. The goal being that this board approves the final version that they want to recommend that will go to that city council joint meeting in May on May 18th. Um and so the benefit of May 18th meeting with council is we have
two more meetings before then. So we have the April meeting um where the goal is to have that draft in front of you so we can kind of do some discussion in um and then by the May meeting have the final vote on this is the final version
that we want to say is what we want to submit as this board's ordinance what it can do what it can't do um how it goes about doing those things and we and the good news is we have our meeting before the meeting with council down and down.
So, so there's a little still a little bit of time crunch, but I think we're making significant prog. We're about what two/3 through, James? >> Yeah, we already have draft language for kind of every section. It's more about those particulars. Yeah. Um within the details,
>> and we're just kind of brainstorming where to go with certain things. Um, and so I think that'll develop itself more by the April 18th and we can devote some significant time to talking about that language um, if we don't have to do a
work session specific for that. But yeah, it is one of the more boring things, but it's also the most critical item because it is what truly defines what this board does going forward. So um, as we are are also trying to figure that out in the meantime.
Uh so that's that item. Any questions or comments on the ordinance revisions? >> Well, we'll be bringing language to the full board for approval. It's not that I unil making the decision. It will be a document will be asked to either approve
or recommend additional language or changes. >> You're welcome to be a part of that too if you want. We typically meet on Mondays at like 10:30. He need two cups of coffee before we discuss. >> Yeah, it's a very heavy
wording effort. >> The second section or the second thing down there was about the community outreach and messaging which I think has been a big focus of where we're trying to move towards. Um we've been spending a lot of time discussing these items and
the overarching framework. In fact, like this item that Dr. created is part of that which is how do we message the ordinance changes to specific groups and and individuals who care the most specifically because there are those in the community that have
been part of this for a long time and will care deeply about what changes are being presented. Um, and so being able to explain that well, why it's happening and what the long-term goal is is important. But also just our general who we are, you know, we talked about that a
lot. What what our what we do. And when I say what we do, what we're planning to be doing as we move forward. Um, just also identifying events that we want to be a part of. There's quite a variety of events throughout the spring, summer, and early fall that the board has
typically participated in. a variety of community events. Um, I wanted to get a list out of those to you. We don't have to participate in any specific event. I can tell you kind of which ones we have done and haven't done. Some are very small like neighborhood events. Others are really large. People are just kind
of passing by very quickly, hand them, you know, swag and just give them a little quickformational thing about what the PCB is. The smaller ones you tend to be able to have conversation. um some people will stop and talk and and those tend to go a little differently. But we
also have events like the team expo which is very targeted more to you and that's I think a group that we've never really done an event before. I think it's a good opportunity just to share who we are. Also a good opportunity to
get rid of some swag which I'm sure um yeah I I I uh am excited about that group but I'm not part of the the list there. It's a no I >> two other places.
>> No, I I mean it's I'm just really excited to see the the work that's going to be going into that. Um the only note that I was going to uh say uh seeing this was I bet that there could be even a opportunity for some more structure in
the shareouts that are given at outreach um whether it's again a template is one thing or uh even just um something that makes it a little easier to communicate to media uh here's who we are here's what we're doing and I know we have our
one pager but I I guess I mean on more specific topics it might be convenient or nice to have um uh some documents like the one that Chad prepared uh that we easily hand off to someone that and just having that be a more practiced
sort of uh practice of of what we do. Um does that make sense to everyone to clarify my thoughts? We have um some old materials that we used to give out that are like in the form of a I don't know what you call it.
It's like a card like a fall card that's like a thicker paper. It's a front back >> pamphlet. So those are outdated though. But so we have an opportunity >> something like that. >> Not so that that's where I I don't actually mean that like the I actually mean something that could even be
translated into something that would actually work for you or work for social media or for a lot of different formats. but something that that uh effectively uh distills what we think is important for our presence in a youth event like what would we want people to know as we
relate to youth when it comes to the PCO having that document ready for someone who's on a school board or whatever it is to interpret and then hand to someone else or make their own media that works better for their audience seems like it could it could be a really you know sort
of thoughtful way of of engaging more effectively with public. >> This is like for the audience of those that might be interested if they work exchanges. Really? >> Yeah. Exactly. Right. Like that that format works for for them
and then Yeah. And if someone else was and and honestly like a reporter was interested in what does this look like, they could see this and then put something out as it relates to that if that makes sense. or if we're going to a youth event, we have a write up that says here's how we're going to show up.
Here's what we our goals are just so we're all a little bit aligned. Yeah, I'm kind of thinking out loud here. But I think documents like that are are very good even just like the one that we have in front of us right now for kind of showing up in a more sort of united front on our philosophies.
>> Probably thinking about too much, right? Well, I mean it comes back down to developing those, right? So, exactly. That's Yeah. >> The problem is you don't necessarily want be developing that, >> right? So, if board members want to
develop those, that would be a key action step to implement. Um, and thinking about different audiences that could potentially be recipients of those things. Um, I mean I would always want to like kind
of review for the accuracy component. Not that it would be inaccurate, but like is this a true statement on this document about our current status situation, the ordinance, all that kind of stuff. Um, but like I would be open
to any board members developing. Yeah. And honestly, James, maybe it's related to to my section that I was uh excited about as well on the kind of um small group or individual work product templates. That's that's where my mind
was going. But I was just thinking small groups might be a little different from okay, now we're doing outreach. And I could still imagine that the importance of a template or or just even a document of some kind to be coming prepared and being very professional in that way to say why are you here? what does the PCOP
have to do with my like kids doing X Y and Z? And you're saying, "Oh, we we know exactly why we're here." One, two, if someone's interested in in actually collaborating some way, we can actually hand them a document that could be
public facing that could say, "Here is here is us in a nutshell. If you would be interested in producing an ad or something like for your uh Okay. So, if anyone
wants to put that together, >> I know I just This is what happens when you when you talk too much on but uh but no, I mean that but very but that is that was just my advocacy. I I will write I'll pencil my name in here. But that's that's
that is that is something that I think it would be really nice if uh it came from the outreach conversations. >> Yeah. >> James, anything else on here? Did you want to finish? Um just just quickly just u I did want to mention that there's the Hispanic community police academy which is next Tuesday evening.
Um again usually in the past Dr. Bracher and I have attended it it's the the community police academy kind of explains everything throughout the police department in a weekly format but next week is kind of about internal affairs and so the police um invite us
to come to speak about PC. So again, kind of the same situation where this is not a public event because those individuals had to register and sign up for it, but we are invited as one or two board members and you want to join um just kind of see what's going on, share
some of your feelings and thoughts about your role in the BCP. Um I would I'll be there and I know the conflict. So if you could go on that great it's a thing you get to engage with folks from that community which typically we don't have a lot of access to that community. So
yeah and James can get you the details in the >> happens literally on the other side of this mall kind of somewhere else in the basement here. >> Uh I think it starts at 6 p.m. >> Yeah. Usually Lieutenant B goes first and then we follow. So we technically wouldn't probably say anything until
6:30. >> But we get good questions. I mean I I really enjoy >> the small group setting kind of between some instructors. >> Sergeant Thomas will be there. He sort of hits that whole academy effort. So also gives you the chance to talk to
some officers that are usually hanging around because that's it's their roll call. >> They're usually officers kind of switching out ships. >> Anyone else? I would like to be >> Yeah. Yeah. Okay. Okay.
Um then the other the other categories are a little bit more like specific to different conversations we've been having with different board members or members. So we've talked a lot about policy and procedure review. This is specific to police department. We talked some about the school resource officer
MU and how that relates back to CPD's general orders which you this board has direct oversight of right and so um some of what we've done is try to do some initial contact to the the main rep at the schools. Um so the main rep with the
police department is Lieutenant Wade but there's a representative of the schools you're going to work with. Have we identified that person? >> We we have identified that person. uh we haven't heard back, but we've done a little bit of outreach just to nothing heavy just to just just to try to meet and say here's who we are and why we're
related to the police in general. Um and so we'll kind of follow up on that. But there's also been from our last conversation some discussion we more detail. A lot of these are smaller sessions us working on specific policy things.
So, um, and a lot of things like that immigration related stuff that the conversation that came up with the chief, anything we produce would really need to be looked at by the city attorney's office because that's where it we start to blend the lines of
general city policy. We were talking about um just what the city's policy as it relates to uh officer application of their policy when they're out on the street. >> Yeah, I guess just we're we're So, you
get a memo from the city or the city attorney's office or the city manager, whatever it is. Um, as a city employee, how do you interpret that me? There's so many different ways that someone might interpret all of that language. We're trying to just be helpful as an organ as the board and giving some concrete
language or, you know, effort there ways that someone might interpret that. And again, we're being very thoughtful about doing that. We've developed a process that we we think is in our small group. develop a process that we think could be appropriate for this. Um, but just so
it's clear, it has many checks and balances to iterate not only with uh members of police department but also uh uh legal uh when it comes to the city. So it's the end product will still end
up being a document hopefully a very like short document um that has been approved. Um but we just want to be a thoughtful partner in coming up with an immigration interpretation. Um because if the public is wondering what is the police civilian
oversight board doing as it relates to immigration now we can speak to it very let me add that. Thank you Kyle. Um yeah Monday Tuesday what day did we meet? Uh Mr. Walker Dr. Doson and I met with who
the chief and Mr. Sam Roman who is the new assistant city manager for sort of the public safety and he is a former police chief in Rono has strong background but they both let us know that immigration is on everyone's radar
folks in DC have been in touch with the chief about it so I mean it's bubbling so it's it's going to be something we're going to be called on to talk about weigh in on uh our own thoughts about it. So just know that it's it's it's
it's coming. >> And um from that conversation, chief is not opposed to us having some thoughts. >> No, he wants to just another perspective. So that's that's beneficial. Um I know we had also talked a little bit about
looking at the use of force policy. That policy is more relevant to when we do case reviews than almost any other policy. that one and then the standards of conduct which is a super long one that has like tons of subcategories of the way officers conduct themselves but
use of force is primarily the one that people are most interested in if it's a high level incident or complaint understanding what use of force means how it's applied by officers in certain situations uh I I know I wasn't originally on this and I would like to
put myself in that convers you're in that box. >> Yeah, I'm in the box, you know, but uh >> I I I uh in my at least head wasn't thinking about myself as part of the use of force crew. I know that might float
it to um small group sessions that would have to be announced, but I would uh really like to be a part of that. >> All right, Mr. Walker, anything else? Um we talked we'll talk about the cake review stuff when we go into session
>> and then just the other final thing which is just prepun is we've also it's important is trying to develop some of these process documents what we've seen um that could be glossery of terms where Mr. Bon and I have met talked about how we realized
that was starting to branch into two categories where it's just like definitional terms, but then there's like more abstract terms, idealistic terms where what is what does the word trust mean to this board? What does the word, you know, engagement mean? Um, and
that's a broader conversation that, you know, we can carry it forward just like us working together from time to time, but at some point the board's going to have opinions on that that we want to make sure the board's coming into that too. So, and then also like templates of
things of like, okay, when we do a case review, what does the outcome look like that we can follow a template so that we can produce something that is um consistent with all the legal requirements, is meaningful, and is the same every time we review a case, that kind of stuff. So, just be aware like
these are the main categories to plug into if you're wondering. Right now, I don't think I have any meetings set up other than with like Dr. Frasier and I meeting regularly about the ordinance. Um, and then Dr. Dobson and I meet regularly when Dr. Dobson
finds a slot in his calendar. >> And so like I'm always open to doing individual or like small group meetings and like actually working on some of these things directly. Um, I know it's challenging during the workday sometimes. You know, there's always
opportunity for evenings here and there. So we can make, you know, just got to make sure my wife doesn't get mad at me. I was about to say, >> you know how that is, right? >> So, that's my feel just like I'll stop there. Um, that kind of wraps up that
section, but if there's other discussion that we want to have for close session, >> right? Um, do we ask our non board member guests to leave before I enter this motion for a close session? We can do the motion. Yeah. >> Okay.
>> All right. Um, let me first u introduce and I was remiss to not do it this early and say who is our designated rep in the city attorney's office. We're grateful to have you for all the help you give us which is been terrific all the time I've been on the
board. So um and she will be sort of leading the discussion tonight and well let's let's do this first. All right. So pursuant to section 2.2 2 3712 of the Virginia code. I move that this police civilian oversight board
close this open meeting and convene in a closed session as authorized by the Virginia Freedom of Information Act as follows. Pursuant to Virginia Code section 2.2-3711A88 2-371188 for consultation with legal counsel and appointed or retained by a public body
regarding specific legal matters requiring the provision of legal advice by such council specifically advice regarding compliance with the freedom of information act and requirements under state and local law regarding the confidentiality of records and
information. So I will entertain motion to go into close session should be on something. >> You have to read it. Well >> yeah you can you can be the first >> I can read. Okay. Um I move to amend the
agenda by removing Oh sorry that's the wrong one. Oh I need a motion for what I just read. Sorry >> to answer. >> Okay. Is there a second? Second. >> All in favor. >> And
second. >> Who seconded it? >> So, um, so we'll move into close session in a separate room. Um, we can just pause and you know that George, I'm gonna I'm
gonna text you because Thank you. >> Okay. I I didn't know we had one of these tonight. I would have been there. I'm sorry. >> Welcome to stay here. >> I mean, there's nothing really much.
I mean, we're not doing much. Once we come back, >> we'll have another period of public comment. If you have a comment, feel free to share your combody here. Yes. >> I move that the score certified by
recorded the best with each board's knowledge. Only public business matters lawfully exempted from the open meeting requirement of Virginia Freedom of Information Act and identified with motion convening for closed session were heard, discussed or considered in the
closed session. We have a motion to certify our meeting. You're supposed Okay. Oh, you're up. Lori. Okay. All in favor? >> All right.
>> Thank you all. I did make a motion, didn't I? Lor's rules are not my strong suit. And then we can do a German. >> Okay. So then if there's no other business, I would also ask for a motion to adjourn. Where is my chief chief?
>> Do we have a second public comment? >> Well, I I took it off on this one. Uh I mean, we could offer I don't know if there's anybody. I doubt it. >> Was that George? >> No, >> no, it's
not. >> You did mention another comment. >> Yeah. So, we can Yeah, we It wasn't on the agenda, but we can offer it. Typically, we do it too. So, it's in the notes, but >> No, no one did. She say there is someone online but I don't know that they're
>> okay. >> They're supposed to be >> All right. I think I think that's the appropriate amount of time. >> All right. Can I get a um please get a motion to adjourn? >> Motion. >> Second. >> Second. All in >> favor. >> Wonderful.
them.