Holding Facility
Policy text
Source details
Source file: 3.02 Holding Facility.pdf. Policy dates appear on the original cover. Page links use the PDF's page order.
M.G.L. links open the Massachusetts Legislature’s website. Citations with no matching section open the cited chapter directory.
01PDF page 1Read textHide text
Policy & Procedures No. 3.02
Subject:
Holding Facility
Issuing Authority: Effective Date: Review Date:
Chief of Police 10/28/2013 05/18/2023
References:
Review
Revision 01/01/2014
Reissued 01/12/2017
Dates: 09/30/2019
11/15/2022
CALEA STANDARDS
72.1.1 72.3.1 72.4.1 72.4.5 72.4.9 72.5.3 72.6.2 72.8.3
72.1.2 72.3.2 72.4.2 72.4.6 72.4.11 72.5.4 72.7.1 72.8.4
72.4.3 72.4.7 72.5.6 72.8.1 72.8.5
72.2.1 72.4.4 72.4.8 72.5.7 72.8.2
GENERAL CONSIDERATIONS AND GUIDELINES
The Canton Police Department maintains a holding facility for the detention of persons arrested
by this agency. Other agencies that have an agreement with the Town to use this holding facility
will abide by the same procedures as written in this policy. The purpose of this policy is to
establish the administrative and operational regulations for the maintenance of the facility, as
well as to establish procedures for the safe confinement of persons held in custody.
I. ADMINISTRATION AND MANAGEMENT
A. The Lieutenant designated by the Chief of Police shall be responsible for
overseeing the general operations and functions of the holding facility relative
to detainees. He/she shall be the liaison to the Town Building Supervisor.
B. The Shift Supervisor or designee shall be responsible for the security of the
holding facility and for the reasonable safety of the detainees.
II. HOLDING FACILITY TRAINING
A. Training shall be provided, as part of the Field Training Process, to entry level
personnel sufficient to ensure the proper use of the holding facility and the
policies affecting the holding facility, as well as the use of fire suppression
equipment, fire alarm, evacuation procedures, and routine detention
procedures such as physical restraints and suicide prevention. Training will
also include any other equipment that is housed in the holding facility,
Canton Police Department’s Holding Facility Policy Page 102PDF page 2Read textHide text
including but not limited to the booking recording system, operation of
breathalyzers, booking camera operation and security system operation. This
standard of training will apply to matrons as well. 72.1.1; 73.3.1
B. Periodic in-service training shall be received by officers at all levels that come
into direct contact with detainees in the areas listed above. Retraining will be
provided at least once every three (3) years. 72.1.1
C. All newly promoted officers are to complete a refresher seminar in suicide
prevention per MGL 40, Sect. 36C. 72.1.1
D. Persons other than police personnel and detainees are NOT ALLOWED in the
holding facility when detainees are incarcerated, except under the following
conditions: 72.1.2; 72.8.5
1. The person is under the supervision of a police employee, and the
access has received approval from the Shift Supervisor.
2. The person’s presence does not violate the detainee’s privacy,
impede an investigation, or hinder facility operations; In the event
of an emergency, the person is immediately escorted from the
holding facility.
3. Assistance is needed for cleaning and sanitary purposes, requiring
immediate attention.
E. All visitors such as attorney, family and friends must be preapproved by a
Lieutenant before entering. Visits by family and/or friends shall only be allowed in an
emergency situation. Authorized visitors will have their name and date of visit
recorded in the log. When needed and if possible, they will be allowed to visit
the detainee in the Interrogation Room (video monitoring must be on) instead of
in the holding cell. The visitor and their belongings will be thoroughly searched
before entering. Detainees should be thoroughly searched before leaving and
reentering the holding cell. 72.7.1 C; 72.8.5
F. Department personnel shall not loiter or congregate in or around the holding
facility and only members on official business should enter or remain in the
holding facility.
G. All work and maintenance performed in the holding facility should be supervised.
Upon completion of any work, the Shift Supervisor or designee shall ensure that
all tools, materials, or equipment brought into the holding facility for service are
removed. 72.4.7
III. HOLDING FACILITY MAINTENANCE
Canton Police Department’s Holding Facility Policy Page 203PDF page 3Read textHide text
A. The Canton Police Department’s holding facility shall be kept clean and sanitary.
The following minimum physical conditions shall be maintained in the holding
facility as required by standards approved by the Massachusetts Department of
Public Health. 72.2.1 A-E
1. Adequate lighting in each holding cell. (a)
2. Circulation of fresh air. (b)
3. Access to a stainless-steel flush toilet in each holding cell. (c)
4. Access to drinking water within each holding cell. (c)
5. Access to a wash basin within each holding cell. (d)
6. Access to a raised bedding platform in each holding cell and fire-retardant
blankets shall be made available upon request, unless otherwise directed
by the Shift Supervisor or designee. (e)
7. Each cell shall be equipped with a protective screening of high impact,
transparent wall facing. This protective covering shall cover all bar
structures accessible to detainees (M.G.L. c.40, S36B).
B. Juvenile Detention Cell
1. A juvenile detention cell shall be maintained apart and away, separated
from sight and sound, from the adult holding cells and is located in a
section of the police station away from other police business and public
observation. This is designated as cell #5; room #137. If this cell is full, a
ranking officer must be notified if another cell is to be utilized. 72.5.3
2. The juvenile detention cell shall be maintained in compliance with the
standards approved by the Massachusetts Department of Public Health.
C. Female Holding Cell
1. A separate female holding facility shall be maintained in order to keep
females separate from male detainees. Cell #7 – room #138 is designated
as the primary female cell. Other cells may be used to detain females
provided they are separated from sight and sound from any cell occupied
by a male detainee. 72.5.3
2. The Shift Supervisor or designee will determine what other cell or cells
will be utilized for females.
D. Cell Monitoring Equipment; Video & Audio: Whenever a person is booked and
placed in a cell, all available monitoring equipment will be activated for that cell,
and shall be left on in the cell for as long as someone is being detained there.
72.4.8; 72.8.2
Canton Police Department’s Holding Facility Policy Page 304PDF page 4Read textHide text
1. It is the responsibility of the Shift Supervisor to ensure the proper
monitoring of all persons held in the holding facility is carried out.
This will include being sure to assign the desk officer to monitor
detainees, including more frequent key card swipes, if the audio system is
inoperative or non-operational.
2. There is no attempt in the procedure to violate the personal privacy rights
of individuals held in the facility, 72.8.2 therefore:
a. When a detainee speaks to his attorney or a relative, the audio
listening devices will be turned off during the visit. 72.7.1 C
b. A detainee will be advised that any calls made on the booking phone
may be recorded. A sign will be posted next to the phone indicating
this. 72.7.1 E
3. The surveillance devices are never to be used for covert purposes.
4. Visual electronic surveillance equipment allows monitoring of holding
cells. Cameras should be turned off when the cell is vacant. In order to
ensure complete safety and security, detainees should be monitored by the
video equipment except in the following circumstances: 72.8.1; 72.8.2
a. When the Shift Supervisor determines it, those cameras will be
controlled to reduce any unnecessary invasion of a detainee’s
personal privacy. However, cameras shall not be turned off in
those situations in which the detainee represents a medical or
suicide risk. 72.8.2
b. When a female (either adult or juvenile or someone who identifies
as such) is in a cell and a male officer is assigned as the station
officer AND/OR a male is working in dispatch, the monitors in
those areas shall be turned off for those cameras when it is obvious
that privacy is needed. The same holds true when a female is
working in dispatch and a male (or one who identifies as such) is
in a cell. When possible, the female detainee shall be monitored by
a female officer or a matron. A male should monitor male
detainees, if, under the complete discretion of the Shift Supervisor,
while taking into consideration staffing concerns, current
assignments and calls for service, he/she determines that this is an
appropriate utilization of resources. 72.8.3
c. If possible, all contact with a detainee of the opposite gender
should be monitored by another employee. If entering a cell
holding a detainee of the opposite gender, video recording may be
acceptable if no other option (personnel) is available. 72.8.3
d. The video cameras may be activated to tape activities in a cell at
the direction of the Shift Supervisor. 72.5.4
Canton Police Department’s Holding Facility Policy Page 405PDF page 5Read textHide text
E. First Aid Kits Accessible in Holding Facilities: First Aid kit shall be maintained
in the Booking Room (in a designated area). The kit shall contain sufficient
medical supplies to provide immediate first aid until such time as medical
assistance arrives. 72.6.2
1. An officer will be assigned by the Chief of Police to conduct a weekly
inspection of the First Aid kit to make sure it is properly stocked at all
times. This officer will replenish supplies by forwarding an itemized list
to the Canton Fire Department. They will handle the ordering for our
agency and then forward the bill to our accounts department for payment.
2. The officer assigned to check the kit will maintain a weekly log recording
when the inspections were conducted, and what corrective action was
taken for any deficiencies found. Completed checklists will be stored in
the Administrative Sergeant’s office in a folder labeled First Aid Kit
Inspections.
IV. FIRE EQUIPMENT AND EVACUATION PROCEDURES
A. The Canton Police Department’s holding facility is protected by an automatic fire
alarm and smoke detection system in accordance with Massachusetts State
Building Codes. 72.3.1
B. Evacuation Plan 72.3.2
1. The department has a posted evacuation plan which specifies the route of
evacuation, and subsequent disposition and housing of detainees. The plan
shall be posted in the following areas:
a. Cell Monitors area
b. Dispatch Center
2. Written “Fire Exit” signs shall be posted directing evacuation of persons
to hazard-free areas.
If the fire is minor in nature, detainee(s) will be taken to another area in the building and
remain under guard at all times. In an emergency, a detainee can be temporarily placed
in a cruiser. If the damage or the resulting condition from the fire emergency is such that
the detainee(s) cannot be returned to the cell, then the detainee(s) should be transported to
a neighboring police station where they will be temporarily housed.
If the fire is major in nature, detainee(s) will be transported to another available detention
facility in a neighboring community where they will be detained.
C. Fire Detection, Prevention and suppression
1. Fire Equipment Inspections
a. The Day Shift Supervisor shall complete a daily visual inspection
of the automatic fire detection devices and alarm systems (panel on
wall in dispatch) to ensure no alarms are going off. 72.3.1
Canton Police Department’s Holding Facility Policy Page 506PDF page 6Read textHide text
b. An officer designated by the Chief of Police or Town Building
Maintenance employee shall complete a weekly documented visual
inspection of all fire equipment and cells. See appendix A of this
policy. 72.3.1
c. The Town Building Supervisor along with the Canton Fire
Department shall complete a semiannual documented testing of all
fire equipment. 72.3.1
2. Prevention and Suppression
The Day Shift Supervisor shall complete a daily visual inspection of the
facility to ensure that it is free from fire hazards, including undue
accumulation of paper and refuse, matches and other combustibles. The
Shift Supervisor will see that any such hazards are immediately resolved
in the appropriate manner. 72.3.1
V. EXCEEDING MAXIMUM CAPACITY
In the event that the number of persons arrested exceeds the capacity of the department’s
holding facility which is a total of 5 adults, 1 female and 1juvenile and bail is not
imminent, Dedham House of Corrections (DHOC) will be notified and advised of the
situation. If room is available, arrested persons will be transported for confinement after
being booked at our department. Special request can be made to DHOC to ask for
assistance in transporting detainees. In addition, arrangements can be made with area
police departments for the temporary transfer of detainees to their facility (such as with a
juvenile or female arrest).72.5.6; 72.5.7
Until arrangements can be made, detainees will be held in cruisers (1 per cruiser) that
have previously been searched for weapons and contraband. The detainees will be
supervised by the officer assigned to that cruiser. Access to the restrooms and water will
still be made available. Officer’s firearms will remain secured in their holster until arrival
at other agency at which point the receiving agency’s protocols take over. 72.5.6
VI. TEMPORARY DETAINMENT
A. When necessary, the holding cell designated as cell #1 shall be used to
temporarily detain a detainee prior to the booking procedure. This will allow the
officer time to prepare for the booking process such as:
1. Determine whether the booking room is available;
2. Secure firearm in the firearm locker, and,
3. Start the proper videotape.
B. If more than one detainee will need to be temporarily detained prior to booking,
each detainee will be placed in an individual cell (ensuring that females, juveniles
Canton Police Department’s Holding Facility Policy Page 607PDF page 7Read textHide text
and males are sight and sound separated) after all personal items are removed
from the individual and he/she is thoroughly searched. 72.5.6 B
C. The security rings in the sally port will not be utilized unless authorized by the
Chief of Police or designee when multiple arrest situations occur. 72.5.5; 72.5.7
1. Detainees will not be secured in the sally port while there is a vehicle parked
inside.
2. If a detainee is detained in the sally port for any reason, an officer will be
assigned to monitor him/her in person, not through the use of video cameras.
VII. SECURITY AND CONTROL 72.4.4
A. The main access doors to the holding facility including sally-port doors should be
closed and locked at all times. 72.4.1; 72.4.4
B. The secondary access door leading to cell areas should remain open unless
directed by the Shift Supervisor.
C. Individual cell doors should remain open unless:
1. A detainee occupies the cell. When a detainee is escorted in a cell, the
officer should lock and then pull on the handle to ensure that the door is
secure.
2. The cell is soiled and should be sanitized prior to being used again. If it
needs cleaning, a message should be attached to the outside of the cell that
would advise other officers and maintenance personnel that the cell needs
attention. A documented log entry of the event should be made unless a
report is necessary.
D. Two sets of keys for the holding facility shall be maintained; one is considered the
spare key. They will remain in the booking area at all times. They are located in
the top draw of the booking desk, out of reach of detainees. Only police
personnel shall be authorized to handle and use holding facility keys. Officers
must possess a key fob to enter the holding facility area. 72.4.3
E. No firearms shall be allowed in the holding facility when it is occupied by a
detainee. Gun lockers are maintained outside the hallway, in the sally port
entrance and in the Supervisor’s Office. 72.4.1
1. All Officers shall secure their sidearm in one of the lockers and remove the
key.
2. It is strongly advised that officers assigned to cruiser patrol also place their
cruiser key in the gun locker.
Canton Police Department’s Holding Facility Policy Page 708PDF page 8Read textHide text
3. Station Officers who are checking the status of detainees every thirty minutes
have the option of leaving their sidearm locked in an empty locker in the
Supervisor’s Office for the duration the detainee is being watched. Therefore,
the sidearm is always available to the officer when needed. Once the holding
facility is empty, the station officer will wear the holster and weapon.
4. The Shift Supervisor shall ensure that all police personnel secure their
firearms in any of the approved firearms lockers prior to conducting business
in the holding facility if it is occupied by a detainee.
5. This applies to other agencies using our holding facility.
6. It should be noted that officers might have to respond to the holding facility in
emergency situations, such as but not limited to, a detainee with a weapon, a
serious assault or an urgent medical problem. In those situations, it may not be
feasible to take their weapons out of their holsters and secure them. Whenever
this occurs, a cell block incident report shall be prepared. 72.4.1
F. In accordance with Massachusetts General Law Chapter 40 Section 36B, it states
that “each occupied cell within a lockup facility should be physically or visibly
checked by a law enforcement officer or other lockup personnel as often as
required by a reasonable standard of care of detainees”. The department’s policy
shall be to check each occupied cell every thirty minutes. Upon completion of
each check, the security card shall be passed over the card read to log the date and
time of day of each check. 72.8.1
G. When a potentially suicidal person is to be held in the holding facility, the Shift
Supervisor shall provide for in-person supervision of the detainee in compliance
with the statutory standards. (M.G.L. c.40, S.36A).
H. If the officer performing the in-person check is the only officer in the station at
the time, he/she will have a portable radio in his/her possession so as to be able to
summons help immediately using the duress/panic function. 72.4.9
I. Documented testing of the Duress/panic Alarm System will be conducted at least
once a month. 72.4.9
J. Officer safety considerations may dictate that two officers be present prior to
entry into an occupied cell to extract a detainee or in emergency situations, such
as but not limited to, a detainee with a weapon, a serious assault or an urgent
medical problem. Station officer and/or dispatch personnel should monitor all
officer entries into occupied cells through the use of video equipment. 72.4.2
K. An officer or designee assigned by the Chief of Police shall perform a weekly
documented security inspection of all cell areas for operational wear and detainee
tampering, as well as for weapons and contraband. 72.4.6
Canton Police Department’s Holding Facility Policy Page 809PDF page 9Read textHide text
L. A security check, including for weapons and contraband, will be conducted
immediately before and after the use of each cell by the Shift Supervisor. 72.4.5
M. Use of Tools/Culinary Equipment: No tools or culinary equipment will be
allowed in the cellblock area, except with specific authorization from the officer-
in-charge of the shift. 72.4.7
1. Any tools brought in for use in routine maintenance by outside
maintenance personnel shall be checked in and out by the officer-in-
charge of the shift.
2. Any culinary equipment allowed into the cellblock area will be checked in
and out by the officer-in-charge of the shift.
3. Typically, a detainee will only be allowed those types of foods which do
not require any culinary equipment, such as, sandwiches, soups which can
be drunk, donuts, beverages which have been pre-mixed, etc.
N. Authorized and Unauthorized items to be received by detainees 72.8.4 A-D
1. The following items are authorized: prescribed medication(s), eyeglasses,
reading material, clean clothes for court and cash for bail. 72.8.4 B
The following are unauthorized: weapons, controlled substances, food,
jewelry, money (except for bail), envelopes, notes, and packages of any
kind. 72.8.4 A,D
2. Any authorized property delivered to the Canton Police Department for a
detainee and is accepted by the Shift Supervisor or his/her designee, shall
be inspected, inventoried and recorded on the detainee’s property record
and stored with the detainee’s property. Any such property shall be
carefully searched for weapons and contraband prior to storage if they can
be opened without force or damage. It shall be released in accordance with
procedures for Policy 3.03, Detainee’s Property. 72.8.4 C,E
3. No items shall be distributed to detainees prior to being released, with the
exception of prescription medicine, money for bail, or clothing unless
authorized by the Shift Supervisor. 72.8.4 F
4. Clothing may be distributed to detainees when being transported to court
upon authorization of the Shift Supervisor. Clothing must be searched for
contraband, weapons, or unauthorized items such as drawstrings or belts
prior to distribution. 72.8.4 F
VIII. REPORTS AND RECORDS SECURITY
Canton Police Department’s Holding Facility Policy Page 910PDF page 10Read textHide text
All incidents or situations, which pose a threat to the facility or any person therein, or any
visible damage to a cell shall be documented in a written report and submitted to the
Chief of Police. 72.4.11
All detainee records shall be safeguarded from unauthorized disclosure. This is
accomplished by the following
1. Only the reporting officer can edit his/her report; it is password protected
2. All criminal report folders are to be placed in the in-box on the
Prosecutor’s desk by the Shift Supervisor.
3. All completed reports are contained in a case file. All case files shall be
kept in a file cabinet in the office of the Prosecutor. This office shall be a
locked office with minimal access.
Holding Facility
Weekly Checks
Appendix A
- Maintenance personnel are to handle the General Inspection checks weekly and record
the checks on the list provided. This will include:
o Check all doors, windows, locks, ventilator coverings, light fixtures, toilets & beds
for wear/tampering
o Check each cell for running water
o Search for any tools or weapons, items that could be used as weapons, or
contraband
o Inspect area for presence of vermin, pests or other foreign substances
- Deputy Chief Sherrill is to oversee these checks.
- In her absence, the Sergeant working the day shift on Monday morning(s) will ensure
that the checks were done.
Holding Facility
Monthly Checks
- Scheduled monthly testing of the Duress Alarm System will be conducted
Canton Police Department’s Holding Facility Policy Page 10