Pasco Sheriff's Office General Order 61.7: Agency Vehicle/Vessel Crashes, Incidents, and Events (PDF)

PASCO SHERIFF'S OFFICE GENERAL ORDER TITLE: AGENCY VEHICLE/VESSEL CRASHES, INCIDENTS, AND EVENTS GENERAL ORDER: 61.7 EFFECTIVE: AUGUST 19, 2024 SUPERSEDES: SEPTEMBER 19, 2023 ACCREDITATION STANDAR...

PASCO SHERIFF'S OFFICE GENERAL ORDER TITLE: AGENCY VEHICLE/VESSEL CRASHES, INCIDENTS, AND EVENTS GENERAL ORDER: 61.7 EFFECTIVE: AUGUST 19, 2024 SUPERSEDES: SEPTEMBER 19, 2023 ACCREDITATION STANDARDS: CFA 18.03 PAGES: 7 CONTENTS: This order consists of the following numbered sections: I. NOTIFICATION II. CRASH INVESTIGATION III. INCIDENT/EVENT INVESTIGATION IV. CORRECTIVE/DISCIPLINARY ACTION V. VEHICLE DEFECT ALLEGATION VI. INSPECTION VII. GLOSSARY PURPOSE: To establish guidelines for reporting and investigating agency vehicle/vessel crashes, incidents, and events. SCOPE: This order applies to all members who operate agency vehicles/vessels. POLICY: Members will report all agency vehicle/vessel crashes, incidents, or events. Supervisors will ensure that the crash, incident, or event is investigated according to law and this order. PROCEDURE: I. NOTIFICATION: A. Members: Any member involved in or having knowledge of an agency vehicle/vessel crash or incident will immediately notify Pasco Public Safety Communications. The member will provide the crash/incident location, injuries, and roadway obstruction information. Any member involved in or having knowledge of an agency vehicle/vessel event will immediately notify their supervisor. 1  G.O.61.7 B. Supervisors: 1. A supervisor who is advised of an agency vehicle/vessel crash or incident will notify as appropriate: the chain of command, Human Resources Benefits Section, and Fleet Maintenance Manager. A supervisor who is advised of a vehicle/vessel event will notify their chain of command. 2. A supervisor who is advised of an agency vehicle/vessel crash involving a fatality, serious injury, or extensive property damage will notify all of the following immediately: The chain of command, General Counsel, Human Resources Director, Fleet Maintenance Manager, and Professional Standards Inspector. II. CRASH INVESTIGATION: A. Other Agency: The Florida Highway Patrol, Fish and Wildlife Commission (vessel crashes), or local city police agency, as applicable, will investigate agency vehicle/vessel crashes that involve: [CFA 18.03] 1. Death or personal injury; 2. Damage that requires the vehicle/vessel to be towed; 3. Leaving the scene of a crash resulting in death or bodily injury; 4. Leaving the scene of a crash when the vehicle or property was attended; 5. Driving/Boating under the influence of alcohol, chemical substances, controlled substances, or with an unlawful blood alcohol level; or, 6. Total damage to the vehicle(s), vessel(s), or property that exceeds $500.00. B. Supervisor: An on-duty Law Enforcement supervisor will respond to crashes involving agency vehicles/vessels. The supervisor or the member's supervisor, if available, may investigate an agency vehicle/vessel crash when the total property damage estimate is less than $500.00, there is no death or injury caused by the crash, and the vehicles/vessels do not require towing. [CFA 18.03] 1. Responsibilities: The responding supervisor will: a. Assist injured persons. b. Initiate chain of command notification. c. Determine what jurisdiction will investigate the crash. d. Secure agency equipment if the crash incapacitates the involved member. e. Photograph the damaged vehicle/vessel or property, if necessary. 2  G.O. 61.7 f. Complete a DHSMV Short Form Report, if applicable; and, g. Respond a rotation wrecker, if needed. h. Document any damage to the agency vehicle on the Vehicle's Damage Log [PSO 20119]. 2. Documentation: The investigating supervisor will complete, and submit to their Bureau Commander, via the chain of command a Vehicle Crash Information Packet to include: a. Vehicle Crash Report Insurance Information [PSO 20120]: The supervisor will fax or email the completed original insurance sheet to the Fleet Maintenance Manager before the end of the shift. A copy of the sheet will be placed in the crash packet. b. Supervisor's Report of Accident/Injury [PSO 10029]: The supervisor will complete the report immediately after the crash investigation is completed. The original report will be attached to the Vehicle Crash Packet and a copy emailed to Human Resources Benefits Section. c. Vehicle Crash Packet/Check-Off Cover Sheet [PSO 20163]: The supervisor will complete the check-off sheet to ensure that the necessary reports have been included in the crash packet and distributed as necessary. A copy of the form must be faxed or emailed to the Professional Standards Unit before the end of the shift. d. Workers' Compensation Medical Disposition Form [PSO 10028]: The supervisor will only complete the medical disposition form when a crash injures a member. The "Physician Section" of the form will be completed by the treating physician. The completed original report will be included in the crash packet and forwarded to the member's bureau commander for review. A copy of the form must be emailed to the Human Resources Benefits Section before the end of shift. e. DHSMV Crash Report: The supervisor will obtain a copy of the crash report from the investigating agency and attach it to the crash packet. f. Involved Member's Memo: The involved driver may be required to complete a memorandum documenting the circumstances of the crash and any mitigating circumstances they wish the Traffic Crash Review Board to consider. A supervisor may also require the same from a vehicle passenger. g. Estimates for Repair: The Fleet Maintenance Manager may require that the member or member's supervisor obtain damage repair estimates from local area repair businesses. The estimates will be attached to the crash packet. h. Professional Standards Member Activity Report: The supervisor will obtain a copy of the driver's Professional Standards administrative investigation history from Professional Standards. 3  G.O. 61.7 i. Photographs: The supervisor will photograph the vehicle(s)/vessel(s), damaged property, and any other items involved in the crash. j. Crash Review Investigative Report [PSO 10161]: The supervisor will complete the report immediately after the crash investigation is completed. The original report will be attached to the vehicle crash packet. 3. Early Intervention System: The investigating supervisor will forward a copy of the Vehicle Crash Packet Check-Off Cover Sheet [PSO 20163] to the Professional Standards Unit for inclusion in the Early Intervention System file. C. Crashes Involving Death or Serious Bodily Injury: Professional Standards will be notified and will conduct the administrative investigation of all incidents when there is a death or serious bodily injury caused by the crash at the conclusion of any related criminal investigation. When they have completed their investigation, they will forward a report to the member's bureau commander. The bureau commander will convene a Critical Incident Review Board if required by General Order 1.5(III)(D). This review will occur within seven (7) business days of the completion of the Professional Standards investigation. The file of investigation will be retained by Professional Standards. The file will not be sent to the Traffic Crash Review Board unless the Critical Incident Review Board determines that is appropriate. The Critical Incident Review Board will recommend any needed policy changes or discipline. III. INCIDENT/EVENT INVESTIGATION: A. Member Responsibility: The involved member will report any vehicle/vessel damage to their supervisor and on-duty supervisor, if applicable, when it occurs, or is discovered. 1. A vehicle/vessel incident is an occurrence that does not involve the striking or hitting of another vehicle, vessel, or property. Incidents include, but are not limited to, damage received from roadway/waterway hazards (e.g. rock hits windshield and causes damage), damage done when the vehicle/vessel was unattended, and damage resulting from criminal acts. 2. A vehicle/vessel event is an occurrence that involves the striking or hitting of another vehicle, vessel, or property/object, but results in no damage to the agency vehicle/vessel or the object struck. B. Supervisor: 1. Responsibilities: An on-duty Law Enforcement supervisor will respond to incidents/events involving agency vehicles. The supervisor, or the member's immediate supervisor, if available, is responsible for investigating the vehicle incident/event. The supervisor will: a. Photograph the vehicle(s)/vessel(s), damaged property, and any other items involved in the incident/event. If no damage is observed on the agency vehicle/event or object struck, the supervisor will photograph where the impact site was believed to be and the lack of damage. b. Obtain a memorandum from the driver explaining the incident/event circumstances. A 4  G.O. 61.7 supervisor may also require the same from a vehicle/vessel passenger. c. Document any damage to the agency vehicle on the Vehicle's Damage Log [PSO 20119]. d. In the event no damage is observed on the involved agency vehicle/vessel and the other vehicle/vessel/property/object struck, a Vehicle Damage Log does not need to be completed. 2. Vehicle Incident/Event Documentation: The investigating supervisor will complete, and submit to their chain of command with copy to the Fleet Maintenance Manager and Professional Standards, a Vehicle Incident/Event Packet to include: a. Vehicle Incident/Event Form [PSO 20165]: The supervisor will complete the form immediately after the incident/event investigation is completed. b. A memorandum from the involved member detailing the vehicle/vessel event/incident. If an event: The memorandum shall document statements from property owners and efforts by the member to speak with the property owner confirming the lack of damage. All conversations with property owners or attempts to contact property owners shall be captured on body worn camera, if a member is equipped with body worn camera. If the member is not equipped with body worn camera, the member shall attempt to obtain a written statement from the property owner acknowledging the lack of damage. Any written statement obtained from the property owner shall be attached to the member’s memo. c. Photographs: The supervisor will photograph the vehicle(s)/vessel(s), damaged property or lack of damage, and any other items involved in the incident. d. Supervisor's Report of Accident/Injury [PSO 10029] and Workers' Compensation Medical Disposition Form [PSO 10028] if an incident/event injures a member. The completed original report will be included in the vehicle incident/event packet and forwarded to the member's bureau commander for review. A copy of the form must be emailed to the Human Resources Benefits Section before the end of shift. IV. CORRECTIVE/DISCIPLINARY ACTION: A. Investigation: The investigating supervisor will conduct an administrative review of the vehicle/vessel crash, incident, or event according to General Order 26.1, indexed as Misconduct Investigations and Disciplinary Procedures. B. Routing – Crash Packets: 1. The investigating supervisor will forward all crash packets to the member's bureau commander, via chain of command, for review. 2. The member's bureau commander will review the crash packet to determine if it should be forwarded to the Traffic Crash Review Board. 3. All recommendations from the Traffic Crash Review Board will be routed to the affected 5  G.O. 61.7 Bureau Commander for review and approval. 4. Upon approval, the Bureau Commander will forward the original Crash Review Investigative Report, along with a copy of the entire Crash Packet and a copy of all supporting documents, including emails, original letter of discipline, original POR, etc., to Professional Standards. C. Routing – Incident/Event Packets: 1. Incident/event packets shall be routed to the involved member’s Bureau Commander and Fleet Maintenance. The packet, after review by the Bureau Commander, shall be filed in the member’s bureau file. V. VEHICLE DEFECT ALLEGATION: A. Supervisor Responsibility: The on-scene supervisor will notify the Fleet Maintenance Manager if a member makes an allegation or claim that a mechanical defect caused the crash, incident, or event. B. Inspection: A qualified agency mechanic will inspect the vehicle for defects in the presence of the Fleet Maintenance Manager and applicable accident investigator(s). The Fleet Maintenance Manager will forward the inspection report to the member's bureau commander. VI. INSPECTION: The Fleet Maintenance Manager may request a vehicle safety inspection after a crash or incident. VII. GLOSSARY: AGENCY VEHICLE/VESSEL -A vehicle/vessel owned or leased by the Sheriff's Office. TRAFFIC CRASH REVIEW BOARD – A board who collectively reviews avoidable agency motor vehicle/vessel crashes to ensure that the agency provides accountability for the use of public property, vehicle damage investigations are completed competently, and employees are treated fairly, equitably, and afforded due process. AVOIDABLE MOTOR VEHICLE/VESSEL CRASH: A motor vehicle/vessel crash that could have been avoided by the operator of a Sheriff's Office vehicle/vessel through the use of reasonable defensive driving techniques. UNAVOIDABLE MOTOR VEHICLE/VESSEL CRASH: A motor vehicle/vessel crash that could not have been prevented by the operator of a Sheriff's Office vehicle/vessel through the use of reasonable defensive driving techniques. DEFENSIVE DRIVING TECHNIQUES: The act or practice of operating a motor vehicle/vessel in such a way as to minimize accidents by anticipating and avoiding dangerous situations, despite adverse conditions and/or the mistakes of others. VEHICLE/VESSEL EVENT: An occurrence that involves the striking or hitting of another vehicle, vessel, or property, but results in no damage to either the agency vehicle/vessel or the property/object struck. 6  G.O. 61.7 VEHICLE/VESSEL INCIDENT: An occurrence that does not involve the striking or hitting of another vehicle/vessel or property. Incidents include, but are not limited to, damage received from roadway/waterway hazards, damage done when the vehicle/vessel was unattended, and damage resulting from criminal acts. INDEXING: ACCIDENT INVESTIGATION REPORT AGENCY CRASHES CRASH, AGENCY DRAFTED: NS/LAM/ July 17, 2024 / Filed: 61.7.Agency Vehicle Crashes APPROVED: CHRIS NOCCO, SHERIFF PASCO COUNTY, FLORIDA 7