Town of Islesboro, ME
Waldo County
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[HISTORY: Adopted by the Board of Selectmen of the Town of Islesoboro 12-17-2014. Amendments noted where applicable.]
In order for public locations and facilities under the Town's jurisdiction to be safe and secure, the use of electronic systems for routine video monitoring may be necessary. The purpose of this policy is to ensure that their use is consistent with federal and state law, and reasonably balances privacy concerns with personal safety and responsible stewardship of publicly owned assets.
A. 
This policy applies to systems that enable continuous or periodic routine video monitoring on a sustained basis for the following purposes:
(1) 
To deter theft, vandalism and unauthorized entry and assist in identifying individuals who damage Town facilities or property.
(2) 
To assist law enforcement agencies in investigating criminal activity.
(3) 
To promote a safer environment by deterring acts of violence or aggression.
B. 
This policy does not apply to the routine use of hand-held video cameras.
A. 
Installation approval. Placement at Town facilities or buildings, such as the Town Office, the Health Center, public parks, public docks, open space areas or other public locations requires approval by the Town Manager.
B. 
Approval criteria. When seeking Town Manager approval, department heads will address the following issues and concerns in supporting their request:
(1) 
Objectives for implementing the system.
(2) 
Use of equipment, including:
(a) 
Location of cameras.
(b) 
Location of reception equipment.
(c) 
Personnel authorized to operate the system.
(d) 
Times when monitoring will be in effect (and staffed, if applicable).
(3) 
Other deterrence or detection measures that were considered, and why video monitoring is the best solution.
(4) 
Any specific, verifiable reports of incidents of crime or significant safety concerns that have occurred in the location to be placed under video monitoring.
(5) 
Possible effects of the proposed video monitoring system on personal privacy, if any, and how they will be mitigated.
(6) 
Appropriate consultation with stakeholders, including the public; or reasons why this is not necessary.
(7) 
Signage strategy advising the public that video monitoring is occurring.
(8) 
Approach to installing and maintaining the system.
(9) 
Fiscal impact and availability of funding.
C. 
Location and direction of video monitoring equipment.
(1) 
Permanent, fixed-mounted cameras will not be placed in areas where a reasonable expectation of privacy is standard, such as inside changing rooms or restrooms.
(2) 
Cameras located internally will not be directed to look through windows to areas outside the building, unless necessary to protect external assets, provide for the personal safety of individuals or deter criminal activity from occurring.
(3) 
Cameras will not be directed to look into adjacent, non-Town-owned buildings.
(4) 
Placement of cameras will also take into consideration physical limitations such as availability of power, cell reception and reasonable mounting facilities.
D. 
Notification procedures.
(1) 
The Board of Selectmen and affected Town employees will be notified in advance, in writing or via e-mail, of the placement of any video monitoring system in a Town-owned facility or building.
(2) 
Clearly written signs will be prominently displayed at the perimeter of video monitoring areas advising the public that video monitoring is occurring.
(3) 
On a case-by-case basis, as approved by the Town Manager, a decision may be made to eliminate public signage or employee notification in order to support crime prevention or investigative activities.
E. 
Responsibility for oversight of video monitoring systems. The Town Manager is responsible for overall oversight of all video monitoring systems and for implementation of this policy.
F. 
Intended use of video monitoring information. Any information obtained from video monitoring systems will only be used for the purposes set forth in this policy.
A. 
Security of storage devices resulting from routine video monitoring.
(1) 
When not in use, storage devices will be securely kept in a controlled access area.
(2) 
All storage media that is no longer in active use will be numbered and dated.
B. 
Retention and destruction of routine video monitoring records.
(1) 
All records derived from routine video monitoring will be retained for as long as required by federal or state law. Video records that have not been accessed for any purpose shall be automatically erased by the system at least every 21 days. Video records that have been accessed will be subject to a separate retention period as appropriate under federal and state law.
(2) 
In the event that records are evidence in any claim filed or any pending litigation, they will be preserved until the pending litigation is resolved.
(3) 
Destruction requires the written consent of the Town Manager, in consultation with the Town Attorney.
(4) 
Records will be securely and permanently disposed of in a manner appropriate to their storage media.
C. 
Placement and viewing of video monitors and reception equipment. Video monitors will not be placed in locations that facilitate public viewing. Video reception equipment shall be located away from the public, in restricted access areas, preferably in locked rooms with keyed access.
D. 
Access and use of recorded information.
(1) 
Only those personnel authorized by the Town Manager in writing will have access to information acquired through routine video monitoring.
(2) 
Recorded information will never be sold, and will not be publicly viewed or distributed in any other manner, except as provided for by this policy and applicable federal and state law.
The Town Manager will review the Town's use of video monitoring systems and adherence to this policy at least every two years. These reviews will include an inventory of video monitoring installations, date of installation, summary of their purpose, experience in implementing the policy and any proposed policy changes. The results of each review will be documented and provided to the Board of Selectmen, which may periodically amend the policy pending the outcome of the Town Manager's review. Any concerns or deviations from this policy will be addressed promptly and effectively.