Clayton Police Department

SUMMARY OF THE COMPLAINT PROCESS

IT IS DESIRABLE THAT YOU COME TO THE CLAYTON POLICE DEPARTMENT, POLICE CHIEF’S OFFICE, WHERE YOUR COMPLAINT CAN BE RECEIVED DURING A PERSONAL INTERVIEW.  HOWEVER, COMPLAINTS MAY ALSO BE MADE TO THE TOWN MANAGER.  ALL INFORMATION RECEIVED WILL BE TREATED WITH CONFIDENTIALITY BY THE CLAYTON POLICE DEPARTMENT.

A PARENT OR GUARDIAN’S SIGNATURE IS REQUIRED ON ANY COMPLAINT FILED BY A PERSON UNDER 18 YEARS OF AGE.

A PERSON CLAIMING TO BE AGGRIEVED BY ACTIONS OF EMPLOYEES OF THE CLAYTON POLICE DEPARTMENT, OF THE TOWN OF CLAYTON, ARE REQUIRED TO FILL OUT A COMPLAINT FORM WITHIN THIRTY (30) DAYS OF THE ACTION COMPLAINED OF.  THE TOWN MANAGER MAY ALLOW AN ADDITIONAL FIFTEEN (15) DAYS IF EXTENUATING CIRCUMSTANCES EXIST.

YOU WILL BE ASKED TO PROVIDE THE FOLLOWING INFORMATION:

1. YOUR NAME, ADDRESS, TELEPHONE NUMBER AND AGE.
2. THE NAME, ADDRESS, TELEPHONE NUMBER AND AGE OF ALLEGED VICTIM, IF OTHER THAN YOURSELF.
3. THE DATE, DAY, TIME AND LOCATION OF THE INCIDENT ABOUT WHICH YOU ARE COMPLAINING.
4. THE NAMES OF WITNESSES, THEIR ADDRESS AND TELEPHONE NUMBER, IF AVAILABLE.
5. THE ADDRESS AND TELEPHONE NUMBER OF ANY PERSON ARRESTED DURING THE INCIDENT.
6. THE NAME, BADGE NUMBER, OR IDENTIFYING DESCRIPTION OF THE OFFICER(S)/EMPLOYEE(S) INVOLVED.  IF YOU HAVE NONE OF THIS INFORMATION, SIMPLY TELL WHAT HAPPENED AND THE TIME AND LOCATION OF THE INCIDENT.
7. THE NAME, ADDRESS AND TELEPHONE NUMBER OF ANY ATTORNEY OR OTHER PERSON REPRESENTING YOU IN THIS MATTER.
8. GIVE A NARRATIVE DESCRIPTION OF THE EVENTS GIVING RISE TO YOUR COMPLAINT.
9. THE COMPLAINT WILL BE REQUIRED TO BE NOTARIZED BY AN OFFICIAL NOTARY PUBLIC.

A REPRESENTATIVE OF THE CLAYTON POLICE DEPARTMENT SHALL CONTACT ALL WITNESSES, EXAMINE ANY RELEVANT PHYSICAL EVIDENCE AND GATHER ALL INFORMATION PERTINENT TO EACH ALLEGATION MADE IN THE COMPLAINT.  AFTER COMPLETION OF THE INVESTIGATION, A COMPLAINT DISPOSITION OF SUSTAINED, NOT SUSTAINED, EXONERATED OR UNFOUNDED SHALL BE MADE BASED ON EACH ALLEGED ACT OF MISCONDUCT.

WHILE CITIZEN COMPLAINTS ARE INVESTIGATED BY A REPRESENTATIVE ASSIGNED BY THE CHIEF, THE FINAL DISPOSITION ON THE CASE WILL BE MADE BY THE CHIEF.  WHEN COMPLAINTS ARE FOUND TO BE SUSTAINED THE CHIEF SHALL DETERMINE AND ADMINISTER APPROPRIATE CORRECTIVE AND/OR DISCIPLINARY ACTION.  THE CHIEF MAY CONSIDER ONE OR MORE OF THE FOLLOWING:  COUNSELING, TRAINING, ORAL OR WRITTEN REPRIMAND, SUSPENSION, DEMOTION OR TERMINATION.

DEPARTMENTAL PROCEDURE ALLOWS 30 DAYS FOR THE COMPLETION OF AN INVESTIGATION INTO A CITIZEN’S COMPLAINT.  NORMALLY ALL COMPLAINT INVESTIGATIONS ARE COMPLETED WITHIN THIS TIME PERIOD.  SHOULD ADDITIONAL TIME BE REQUIRED; CONSECUTIVE 30-DAY EXTENSIONS MAY BE GRANTED BY THE TOWN MANAGER.  IN THE EVENT OF DELAY, YOU WILL BE NOTIFIED OF THE REASON(S) FOR THE DELAY BY THE DEPARTMENT.  YOU WILL BE NOTIFIED BY CERTIFIED MAIL OF THE FINDINGS.

CITIZEN’S COMPLAINT FORM

HOW TO MAKE A COMPLAINT

1. If you wish to make a complaint about the actions of a police officer or about any aspect of police operations, please:

1. Come to the department and tell any employee that you want to make a complaint; or

1. Call the department or the Town Manager’s officer and tell the person answering the phone that you want to make a complaint; or

1. Write your complaint and mail it to the Chief of Police.

1. A supervisory officer will assist you in filling out a report of complaint against police personnel form.  This form asks you to identify yourself and then to give specific details about your complaint.

1. Your complaint will then be investigated.  You may be contacted and asked additional questions about your complaint.

1. If it is going to take a long time to investigate your complaint, you will receive a letter telling you approximately when you may expect a reply.

1. When your complaint has been investigated, the Chief of Police will review the investigation and will write you a letter explaining what has been found out about the matter.

1. Be advised, it is a criminal offense to file a false police report and any information obtained in the complaint may be used against you in court.

Appendix to RR 1-9

TOWN OF CLAYTON

CITIZEN COMPLAINT

VOLUNTARY STATEMENT

I,___________________________________ am _______ years of age, and I live at __________________

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I have read each page of this statement, consisting of ______ page(s) each of which bears my signature, and corrections, if any, bear my initials, and I certify that the facts contained herein are true and correct.  I realize that if any statements made are not true, then prosecution can be brought against me.

STATE OF NEW MEXICO

COUNTY OF UNION

ON _______________________ 20___, __________________________ PERSONALLY APPEARED BEFORE ME AND EXECUTED THIS DOCUMENT OF HIS/HER OWN FREE WILL.

_______________________________                MY COMMISSION EXPIRES:_____________________

NOTARY PUBLIC

(OFFICIAL SEAL)

VOLUNTARY STATEMENT                                                                           CONTINUATION PAGE _____

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The image of the department depends on the personal integrity and discipline of all departmental employees.  To a large degree, the public image of this department is determined by the professional response of the department to allegations of misconduct against it or its employees.  The department must competently and professionally investigate all allegations of misfeasance, malfeasance, nonfeasance by employees and complaints bearing on the department’s response to community needs.