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OFFICIAL NOTICE AND AGENDA Notice is hereby given that the Community Affairs/Council Policy Committee of the City of Stoughton, Wisconsin will hold a regular or special meeting as indicated on the date, time and location given below. Date/Time : Tuesday October 6, 2026 at 6:00pm Location: The meeting of the CA/CP will be held as a hybrid meeting (virtually and in person). In Person: Council Chambers 321 S Fourth St. Stoughton, WI. 53589 (2nd Floor Public Safety Building) Virtual: Join with Team Join: https://teams.microsoft.com/meet/226973308882601? p=YKm8Jc7WTg0ZtSdFv5 Meeting ID: 226 973 308 882 601 Passcode: 2oy3gi3M Need help? | System reference Dial in by phone +1 929-352-2678,,532463786# United States, New York City Find a local number Phone conference ID: 532 463 786# Members: Jonathan Schroerlucke, Adrienne Nienow, Greg Jenson, Mike Vinneau, Mark Sinnott, John Otterson, and Mayor Tim Swadley (ex officio) Call To Order Roll Call And Verification Of Quorum Certification Of Compliance With Open Meetings Law Communications Approve September 1, 2026 Minutes CACP MINUTES 9.1.26.PDF Drafting An Ordinance Establishing Responsible And Accountable ALPR Technology Purchase And Use By The City Of Stoughton ALPR ORDINANCE DRAFT V1.PDF Updating The CIP Expenditure Manual- Automatic License Plate Reader System Purchases CIP PURCHASING POLICY - DRAFT AMENDMENT FOR ALPRS V9.30.26.PDF Future Agenda Items Onboarding Documents Adjournment 1. 2. 3. 4. 5. Documents: 6. Documents: 7. Documents: 8. 8.a. 9. OFFICIAL NOTICE AND AGENDA Notice is hereby given that the Community Affairs/Council Policy Committee of the City of Stoughton, Wisconsin will hold a regular or special meeting as indicated on the date, time and location given below. Date/Time : Tuesday October 6, 2026 at 6:00pm Location: The meeting of the CA/CP will be held as a hybrid meeting (virtually and in person). In Person: Council Chambers 321 S Fourth St. Stoughton, WI. 53589 (2nd Floor Public Safety Building) Virtual: Join with Team Join: https://teams.microsoft.com/meet/226973308882601? p=YKm8Jc7WTg0ZtSdFv5 Meeting ID: 226 973 308 882 601 Passcode: 2oy3gi3M Need help? | System reference Dial in by phone +1 929-352-2678,,532463786# United States, New York City Find a local number Phone conference ID: 532 463 786# Members: Jonathan Schroerlucke, Adrienne Nienow, Greg Jenson, Mike Vinneau, Mark Sinnott, John Otterson, and Mayor Tim Swadley (ex officio) Call To Order Roll Call And Verification Of Quorum Certification Of Compliance With Open Meetings Law Communications Approve September 1, 2026 Minutes CACP MINUTES 9.1.26.PDF Drafting An Ordinance Establishing Responsible And Accountable ALPR Technology Purchase And Use By The City Of Stoughton ALPR ORDINANCE DRAFT V1.PDF Updating The CIP Expenditure Manual- Automatic License Plate Reader System Purchases CIP PURCHASING POLICY - DRAFT AMENDMENT FOR ALPRS V9.30.26.PDF Future Agenda Items Onboarding Documents Adjournment 1. 2. 3. 4. 5. Documents: 6. Documents: 7. Documents: 8. 8.a. 9. MINUTES COMMUNITY AFFAIRS/COUNCIL POLICY OF THE CITY OF STOUGHTON Tuesday, September 1, 2026 @ 6:00 p.m. The meeting of the CA/CP was held as a hybrid meeting (in person and virtually). At 2027 S. Forrest St. and Microsoft Teams Call to Order: The meeting of the Community Affairs/Council Policy Committee was called to order by Chair Nienow at 6:02 pm Roll Call Present: Adrienne Nienow, Greg Jenson, Mike Vinneau, Jonathan Schroerlucke, John Otterson, Mark Sinnott, Mayor Tim Swadley (ex officio), Chief Hill, John Montgomery , Derek Westby Guests: Lorrie Forde- Hur c k es , Kristin Forde- Hurc k es , Carrie Kilman , D onna F ogell , Jean Ligocki, Anette Gomez, Sarah Esmond, Kris Per lb erg, Steve P ol aski , Michelle Donofrio Communication- Committee members and public shared thoughts about the Flock (ALPR ) camera removal p roces s and future items related to the discussion. Approval of August 4 , 2026, CACP Minutes Motion: Moved by Schroerlucke , seconded by Vinneau, to approve the minutes of the August 4 , 2026, meeting. Vote: Motion carried unanimously ( 6 –0). Presentation: The community group will give a 5-minute presentation Discussion: Purchasing Policy Discussion: Creating a Policy for Procurement, Evaluation, and Oversight of ALPR and/or other surveillance technologies Committee reviewed and provided feedback regarding components of future ALPR decisions Establishing a preliminary outline for the policy creation process. Establishing a preliminary draft of the committee's purpose for the policy , Establishing a preliminary scope and definition that the policy will cover . IT/M edia Policy Changes Motion: Moved by Schroerlucke , seconded by Vinneau, to approve IT/Media Policy Changes Vote: Motion carried unanimously (6 –0). Adjournment Motion: Moved by Vinneau , second by Schroerlucke to adjourn the meeting. Vote: Motion carried unanimously ( 6 -0) Time: The meeting adjourned at 7: 47 pm Drafting An Ordinance Establishing Responsible and Accountable ALPR Technology Purchase and Use by the City of Stoughton Section x-xxx. – Purpose. The purpose of this ordinance is to (i) provide transparency, oversight, and accountability regarding the purchase and use of Automatic License Plate Reader (ALPR) technology and the data it collects by the by City of Stoughton, (ii) protect individual liberty, reasonable expectations of privacy, and freedom of speech, and (iii) ensure there is substantial evidence that the system’s potential benefits outweigh its potential harms. Section x-xxx. – Definitions. a. “Automatic License Plate Reader (ALPR) camera” shall mean a fixed automated camera that captures data such as photographs, videos, GPS coordinates, date and time, individuals, license plate numbers, and vehicle -related characteristics including but not lim ited to make, model, and color. b. “Automatic License Plate Reader (ALPR) system” shall mean a system, software, or computer algorithm, whether used independently or in combination with one or more mobile or fixed automated cameras, that is used to convert captured images into computer -readable data. Section x-xxx. – Approval Process for Automatic License Plate Reader (ALPR) Technology Purchase and Use. [adapt ALPR provisions from proposed CIP Expenditure Manual amendment] Updating the CIP Expenditure Manual (Policy) Amending Section II - Special Procurement Procedures Amend by adding subsection E.: E. Automatic License Plate Reader (ALPR) System Purchases: An ALPR system purchase means the procurement, lease, upgrade, renewal, or substantial modification of a system, software, hardware, or computer algorithm, whether used independently or in combination with one or more fixed automated cameras, that is used to convert images of license plates into computer-readable data. ALPR System Purchasing Guidelines: ALPR system purchases require Department Heads to follow the ALPR System Screening Process outlined below, and also require the Council to adopt a resolution finding (i) substantial evidence that the system’s potential benefits outweigh its potential harms; (ii) that the vendor/supplier is transparent, accountable, reliable, and free from perverse private or authoritarian interests; (iii) that the proposed number of cameras and camera locations are the minimum necessary to achieve a demonstrated public benefit, that each location has been justified individually, and that cameras are deployed only at major ingress and egress points of the community and not for routine monitoring of activity within the community; and (iv) determining that the technology: 1. does not violate individual liberty, reasonable expectations of privacy, or freedom of speech; 2. does not act as a liability shield, preventing those from deploying or using it from being legally responsible for their actions; and 3. does have democratic support. ALPR System Screening Process: 1. Requirement for the ALPR System Screening Report a. Prior to seeking authorization to purchase an ALPR system, the Department Head shall prepare an ALPR System Screening Report. b. The Report shall be published on the City’s website and submitted to the Common Council at least 30 days prior to any authorization request. 2. Contents of the ALPR System Screening Report The Report shall include, at minimum, the following components: A. Purpose and Need The Report shall identify: a. The specific public purpose, public safety objective, or operational need the ALPR system is intended to address. b. Evidence supporting the conclusion that the proposed technology is likely to achieve the stated objective. c. An explanation of why existing practices, personnel, or less intrusive alternatives are insufficient to meet the identified need. B. Technology Description The Report shall include a description of: a. All hardware, software, algorithms, databases, and data sources used and accessed by the system. b. All information collected, generated, retained, analyzed, or shared by the system. c. Any artificial intelligence, machine learning, automated decision-making, facial recognition, behavioral analysis, or biometric capabilities associated with the system. d. Known capabilities, limitations, error rates, and failure modes of the system. C. Vendor Accountability Review The Report shall include an assessment of the vendor’s qualifications, responsible business practices, and accountability, including: a. Whether the vendor provides clear and accurate representations of system capabilities and limitations. b. Whether the vendor accepts contractual responsibility for defects, misrepresentations, misuse, negligence, or inadequate safety controls, c. Whether the vendor seeks contractual provisions limiting liability or accountability. d. Whether the vendor’s products have caused documented harms and, if so, whether responsibility for those harms can be reasonably determined. e. Whether the vendor has a documented history of compliance with applicable laws, court orders, audits, or regulatory actions. D. Surveillance and Safety Assessment The report shall include an assessment of the system’s surveillance and safety characteristics, including: a. Whether the system captures, records, stores, or transmits images, video, audio, or location information. b. Whether the system tracks, logs, maps, or analyzes vehicle or individual movements. c. Whether the system creates records that can be used to reconstruct travel patterns, associations, habits, or activities. d. Whether the system enables secondary uses, commercial exploitation, or data sharing beyond the stated purpose. e. The extent of human oversight over automated functions. f. Whether authorized personnel can promptly suspend or disable the system. g. Existing or proposed independent oversight mechanisms. h. Procedures available for individuals to correct inaccuracies and contest misuse. i. Safeguards for data security, access controls, retention schedules, and deletion practices. E. Constitutional Rights Assessment The Report shall evaluate potential impacts on constitutional rights, including: a. Privacy and Fourth Amendment Considerations i. Whether the system collects information about individuals not suspected of wrongdoing. ii. Whether individuals would reasonably expect privacy in the information collected. iii. Whether the system enables continuous, long-term, or retrospective location tracking. iv. Whether less intrusive alternatives could achieve the same objective. v. Proposed limits on the collection, retention, sharing, access, and use of data. b. First Amendment Considerations i. Whether the system may discourage lawful speech, assembly, association, religious exercise, or political activity. ii. Whether individuals may alter lawful behavior due to awareness of monitoring. iii. Whether the system could disproportionately affect particular viewpoints, organizations, or communities. c. Due Process and Equal Protection Considerations i. System accuracy and reliability. ii. Potential consequences of errors, false positives, or incorrect matches. iii. Whether certain communities are more likely to be subjected to surveillance. iv. Procedures available to contest inaccuracies or misuse. d. Government Accountability Considerations i. The specific problem the technology seeks to address. ii. Evidence demonstrating the effectiveness of the system. iii. Oversight mechanisms governing deployment and use. iv. Methods for ensuring public transparency and accountability. v. Consequences for misuse, noncompliance, or unauthorized use. F. Fiscal Impact The Report shall include: a. Initial acquisition costs. b. Ongoing costs, including maintenance, licensing, storage, personnel, training, and upgrades. c. Identified funding sources and anticipated future financial obligations. G. Certification The Department Head shall certify that the information contained in the Report is accurate to the best of their knowledge and that all reasonably available information has been included. 3. Camera Location and Necessity Analysis a. Requirement for camera placement justification Where fixed ALPR cameras are proposed, the Department Head shall submit a Camera Location and Necessity Analysis. A separate justification shall be provided for each proposed camera location. b. Contents of the Camera Location and Necessity Analysis The Analysis shall include: ● The precise geographic location. ● The specific public benefit expected from the proposed location. ● Relevant traffic, crime, or public safety data supporting deployment at that location. ● An explanation demonstrating that the location constitutes a major ingress or egress point of the community, defined as a roadway or corridor through which a significant proportion of vehicles enter or exit the jurisdiction. ● An explanation of why fewer cameras or alternative placements would be insufficient to achieve the stated public safety objective. ● An assessment of less intrusive or non-surveillance-based alternatives. ● An assessment of whether the proposed location is likely to impose disproportionate impacts on particular communities and, if so, how those impacts will be mitigated. Disclosures required under this section shall comply with all exemptions under Wis. Stat. ch. 19. 4. Submission of Proposed ALPR Use Policy The Department Head shall submit a proposed ALPR Use Policy governing the department’s use of the ALPR. The Use Policy shall include: A. Authorized purposes and prohibited uses. B. Data collection practices and categories of information collected. C. Specific limits on data retention expressed in days, unless otherwise required by law. D. Data deletion procedures, including verification and auditing processes. E. Access controls identifying all categories of personnel, agencies, or contractors authorized to access ALPR data. F. Rules governing data sharing, including approved recipients, required agreements, and restrictions on secondary use. G. Training requirements for all authorized personnel. H. Audit requirements, including immutable audit logs retained for no fewer than x years. I. Public reporting requirements. J. Enforcement measures and penalties for misuse, non-compliance, or unauthorized access by personnel or contractors. K. Vendor obligations, including data breach notification standards and requirements for timely reporting of changes in system capabilities. 5. Public Review and Council Consideration A. Public Availability. The ALPR System Screening Report, Camera Location and Necessity Analysis, and Proposed ALPR Use Policy shall be publicly available no fewer than sixty (60) days before Council consideration. B. Review Period. During this period, the city’s Public Safety committee, Community Affairs/Council Policy committee, Finance committee, and members of the public shall have an opportunity to review and comment on the proposal. C. Council Findings. Following review of the report, public input, and supporting documentation, the Council may approve the purchase only if it finds the use of the ALPR system would satisfy the requirements under Section II(E). All findings shall be publicly available. D. Incomplete Information. The Council may extend the review period if required information is incomplete or if additional analysis is necessary. 6. Ongoing Review Following approval, the department shall submit a quarterly ALPR System Report to the Council describing: A. System uses. B. Number of searches conducted. C. Data sharing activities. D. Compliance audits. E. Complaints, misuse incidents, or breaches. F. Effectiveness in achieving stated objectives. G. Any changes in vendor capabilities, contract terms, ownership, or legal requirements. The Council may reconsider authorization at any time upon a material change in technology capabilities, legal standards, vendor conduct, constitutional concerns, or evidence of misuse. Resources/fodder used for the creation of this draft: https://www.aclu.org/documents/local-automatic-license-plate-reader-privacy-model-bill https://www.eff.org/pages/what-alpr https://www.brennancenter.org/our-work/research-reports/automatic-license-plate-readers-legal- status-and-policy-recommendations https://humanstatement.org/ https://www.vatican.va/content/leo-xiv/en/encyclicals/documents/20260515-magnifica- humanitas.html#CHAPTER_THREE City of Urbana Surveillance Tech Ordinance - Aug 3, 2026