Crime Prevention and Control Commission Contracts

Without appropriate oversight ensuring information outlining program progress is provided, commissioners are at risk of not having the information needed to make funding decisions that help reduce crime and promote neighborhood safety.

FINDING 1 – Vendor agreements are not sufficiently monitored to ensure timely, accurate, and usable data is received

The department of public safety did not consistently receive, validate, or review vendor data. We found quarterly data reports were missing, mislabeled, and incomplete. 

FINDING 2 – Stronger oversight and documentation practices are needed

• The crime prevention and control commission lacked key oversight and documentation practices. The commission did not consistently document annual conflict-of-interest disclosures, develop strategic plans, or conduct regular evaluations.
• The commission and the department did not sufficiently engage the public or solicit community feedback. The department did not provide information to the public about what would be discussed at upcoming meetings. 

FINDING 3 – The Department of Public Safety is not sufficiently monitoring vendor invoices and supporting documentation

The department’s invoice monitoring and documentation practices needed improvement. The department lacked formal processes to ensure invoices were received on time, reviewed consistently, and supported by complete documentation.

1.1 Enforce contract terms – The Department of Public Safety should establish and document policies and procedures to regularly monitor vendor compliance with contract requirements. Steps to address noncompliance should be included.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

1.2 Review and revise performance metrics – The Department of Public Safety should regularly review and, as necessary, revise the performance measures laid out in the contracts to assess vendor progress and performance.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

1.3 Validate data – The Department of Public Safety should develop and document quality assurance processes to ensure vendor self-reported data is accurate and reliable.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

1.4 Create a detailed review guide – The Department of Public Safety should create a detailed guide outlining how data should be used to create reports on vendor progress. This guide should include:

• Roles and responsibilities within the department on data collection and distribution, including continuity of responsibility when vacancies occur.
• How often data should be used to create reports for the commission.
• What data should be provided, and how often, to roles conducting reviews for report outs.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.1 Review and revise governing documents – The Department of Public Safety should work with the Crime Prevention and Control Commission to regularly review and revise existing governing documents to ensure Commissioner activities are aligned with leading practices.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.2 Update and enforce conflict-of-interest policy – The Department of Public Safety should work with the Crime Prevention and Control Commission to update and enforce the conflict-of-interest policy to ensure commissioners Disclose any possible conflicts before serving on the commission and each year after.

The policy should include a process outlining when, how, and why commissioners should recuse themselves from voting.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.3 Develop a strategy – The Department of Public Safety should work with the Crime Prevention and Control Commission to develop, document, and implement a strategic planning process that Considers guidance within the bylaws and ordinance.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.4 Create a formal training process – The Department of Public Safety should work with the Crime Prevention and Control Commission to develop, document, and implement a training plan that includes, at a minimum, an orientation process and documentation practices.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.5 Conduct evaluations and self-assessments – The Department of Public Safety should work with the Crime Prevention and Control Commission to develop and implement a process for regular commission evaluations and Commissioner self-assessments.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.6 Update attendance and voting policy – The Department of Public Safety should work with the Crime Prevention and Control Commission to outline and implement a process that ensures attendance and quorum requirements are met and documented at each meeting. This should include a process to ensure commissioners do not have more than three unexcused absences in a 12-month period as outlined in the bylaws.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.7 Revise communication methods – To help increase public visibility and promote active engagement, the Department of Public Safety should review its methods of communication and develop a process that ensures proper public notice of commission activities. This should include adding meeting information to calendars, like the city’s public meetings calendar.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

2.8 City ordinance must be followed for agendas – The Department of Public Safety must ensure meeting agendas are posted to its website as required by city ordinance.

Department of Public Safety – Agree, Implementation Date – March 5, 2026

3.1 Establish oversight of invoicing process – The Department of Public Safety should develop, document, and implement Comprehensive process and procedures for invoice collection, review, and approval. They Should include, at a minimum, clearly outlined responsibilities, sufficiency standards, and storage and retention information.

Department of Public Safety – Agree, Implementation Date – June 5, 2026

3.2 Establish a reconciliation process – The Department of Public Safety should document a process for regular reconciliation of vendor invoices. This process should consider separation of duties and include, at a minimum, a review of invoice details, totals, and supporting documentation to ensure alignment of expenses to contract budgets and to ensure all expenses have appropriate supporting documentation.

Department of Public Safety – Agree, Implementation Date – June 5, 2026