Oviedo Police Department General Orders PDF

GENERAL ORDERS TABLE OF CONTENTS 05-12-2023 Forward An Introduction to Written Directives Law Enforcement Code of Ethics Non-Sworn Members’ Code of Ethics Mission Statement Organizational Chart Chapter 1 ADMINISTRATION GO 1-1 GO 1-2 GO 1-3 GO 1-4 GO 1-5 GO 1-6 GO 1-7 GO 1-8 GO 1-9 GO 1-10 GO 1-11 Wr...

GENERAL ORDERS TABLE OF CONTENTS 05-12-2023 Forward An Introduction to Written Directives Law Enforcement Code of Ethics Non-Sworn Members’ Code of Ethics Mission Statement Organizational Chart Chapter 1 ADMINISTRATION GO 1-1 GO 1-2 GO 1-3 GO 1-4 GO 1-5 GO 1-6 GO 1-7 GO 1-8 GO 1-9 GO 1-10 GO 1-11 Written Directive System Organization and Command Standards of Conduct Records Management Fiscal Operations Ride-Along Program Media/Public Information Modified Duty Cash Handling – Community Involvement (Archived) Allegations of Misconduct Discipline Chapter 2 PERSONNEL GO 2-1 GO 2-2 GO 2-3 GO 2-4 GO 2-5 GO 2-6 GO 2-7 GO 2-8 GO 2-9 GO 2-10 GO 2-11 GO 2-12 GO 2-13 GO 2-14 GO 2-15 GO 2-16 Performance Evaluations Line of Duty Death or Serious Injury Recruitment and Selection Infectious Diseases Off-Duty/Outside Employment Uniforms Awards Special Events Police Vehicle Take Home Program Retirement Procedures Promotional Process Personal Appearance Compensatory Time Social Media Assignments/Transfers Florida Blue Alert Program Oviedo Police Department General Orders Table of Contents Chapter 3 TRAINING GO 3-1 GO 3-2 Training Field Training Program Chapter 4 PATROL OPERATIONS GO 4-1 GO 4-2 GO 4-3 GO 4-4 GO 4-5 GO 4-6 GO 4-7 GO 4-8 GO 4-9 GO 4-10 GO 4-11 GO 4-12 GO 4-13 GO 4-14 GO 4-15 GO 4-16 GO 4-17 GO 4-18 GO 4-19 GO 4-20 Responsibilities at Incident Scenes Report Writing and Distribution Missing Persons Juvenile Procedures Field Interviews Vehicle Inventory, Towing, and Storage Disaster/Civil Disturbance Plan Body-Worn Video Cameras Emergency Operation of Police Vehicles Vehicle Use, Operation, and Maintenance Special Purpose Vehicles Victims’ Rights and Services Mental Health and Substance Abuse Vehicle Pursuits Sexual Predators/Offenders Trespass Warnings and Authorizations City Administrative Citations Emergency Treatment for Suspected Opioid Overdose Incident Command System Online Reporting System Chapter 5 TRAFFIC GO 5-1 GO 5-2 GO 5-3 GO 5-4 GO 5-5 Traffic Stops Traffic Operations Traffic Crash Investigations Driving Under the Influence Investigations Biased Policing Page 2 of 4 Oviedo Police Department General Orders Table of Contents Page 3 of 4 Chapter 6 INVESTIGATIVE PROCEDURES GO 6-1 GO 6-2 GO 6-3 GO 6-4 GO 6-5 GO 6-6 GO 6-7 GO 6-8 GO 6-9 GO 6-10 GO 6-11 GO 6-12 GO 6-13 GO 6-14 GO 6-15 GO 6-16 Criminal Investigative Procedures Call-Outs/Call-Backs Domestic and Dating Violence Investigations Sexual Battery Investigations Explosive Devices and Hazardous Material Incidents Arrest and Search Warrants Use of Interview Rooms Undercover and Surveillance Operations Confidential Informants Criminal Intelligence Investigative Funds Eyewitness Identification Interviews of Individuals with Autism or an Autism Spectrum Disorder Costs of Investigation Risk Protection Orders Preliminary Investigation Procedures Chapter 7 COMMUNICATIONS GO 7-1 CJIS Security Chapter 8 USE OF FORCE GO 8-1 GO 8-2 GO 8-3 GO 8-4 GO 8-5 GO 8-6 Response to Resistance Weapons and Equipment Conducted Electrical Weapon (CEW) Response to Active Threats Officer Involved Shooting(s) and In Custody Death BolaWrap Chapter 9 ARREST PROCEDURES GO 9-1 GO 9-2 GO 9-3 Prisoner/Detainee Transport Foreign Nationals and Consular or Diplomatic Immunity Discretion and Alternatives to Arrest Chapter 10 PROPERTY AND EVIDENCE GO 10-1 GO 10-2 GO 10-3 Property and Evidence Collection and Submission Property and Evidence Control Forfeiture Oviedo Police Department General Orders Table of Contents Chapter 11 SPECIAL TEAMS/UNITS/PROGRAMS GO 11-1 GO 11-2 GO 11-3 GO 11-4 GO 11-5 Oviedo Police Explorer Program Canine (K-9) Teams Civilian Volunteer Program Special Response Team (SRT) Reserve Officer Program Page 4 of 4 OVIEDO POLICE DEPARTMENT GENERAL ORDER EFFECTIVE DATE: APPROVAL: NUMBER: Dale Coleman Chief of Police GO SUBJECT: REFERENCE: AMENDS: RESCINDS: OVIEDO POLICE DEPARTMENT GENERAL ORDER REVIEW REQUEST Date Submitted: Submitted By: VIA CHAIN OF COMMAND WITH ENDORSEMENTS Shift Supervisor: Deputy Chief: Chief of Police: Dale Coleman STATE CURRENT GENERAL ORDER AND IDENTIFY PROBLEM PROVIDE ADDITIONAL INFORMATION ON A SEPARATE PAGE. GIVE RECOMMENDATIONS FOR IMPROVED GENERAL ORDER GO 1-1.0 - Attachment B Amended: 01/04/2021 ATTACHMENT C OVIEDO POLICE DEPARTMENT TRAINING BULLETIN 2024- OVIEDO POLICE DEPARTMENT GENERAL ORDER EFFECTIVE DATE: 07-12-2021 SUBJECT: Written Directive System RESCINDS: I. II. III. IV. V. VI. VII. VIII. IX. X. XI. PURPOSE GENERAL DEFINITIONS ISSUING AUTHORITY OBJECTIVES FORMAT COMPOSITION AND SEARCHING REVIEW OF WRITTEN DIRECTIVES APPROVAL PROCESS DISSEMINATION AND MAINTENANCE ARCHIVAL AND STORAGE I. PURPOSE APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-1.0 REFERENCE: CFA Chapter 3 NUMBER OF PAGES: 7 The purpose of this order is to describe the Oviedo Police Department’s written directive system. This order will define the written directive system and its components, establish format, and provide procedures for the proper maintenance and dissemination of written directives. II. GENERAL Written directives must be as precise, thorough, and as consistent as possible. They must inspire member confidence by providing a clear understanding of constraints and expectations placed upon them by virtue of their employment. They must also provide guidance in the dayto-day performance of duty, rules and regulations, procedures for carrying out police department activities, and statements of department policy. Oviedo Police Department GO-1-1.0 Written Directive System III. Page 2 of 7 A. Members are to be thoroughly familiar with and obey the provisions of all orders, procedures, and memoranda that specifically or generally address their duties, rank, grade, or position. Supervisors are responsible for informing their subordinates of the applicability of written directives, and are required to monitor their compliance. B. The language of a written directive provides guidance for member compliance. Words such as “shall” or “will” require mandatory compliance; “may” means permissible; “should” indicates that it would be in the best interest of the member and the police department if it were followed. C. When a written directive is issued, it becomes effective according to the date noted in the heading. D. Any statement in a written directive found to be invalid, incorrect, or inapplicable shall not affect the validity of the written directive’s remaining contents. E. Any written directive which rescinds, supersedes, or amends another written directive, which was not self-canceling, shall contain a reference to the affected written directive(s). F. Any discovered conflicts within written directives shall be reported to the Accreditation Manager via the member’s chain of command. G. New or revised written directives shall be issued as needed in accordance with this general order. DEFINITIONS A. Member: Any person, sworn or non-sworn, employed or formally volunteering with the Oviedo Police Department. B. Written Directive: Any written communication that is of a directing nature and requires compliance by all affected members. A written directive is utilized to guide or affect the performance and conduct of members. GO 1-1.0 Written Directive System Oviedo Police Department GO-1-1.0 Written Directive System C. IV. Page 3 of 7 Written Directive System: An organized set of written directive components, each with its own function, which provides members with a clear understanding of the expectations and restraints relating to the performance of their duties. The written directive system serves as a foundation on which members can base their judgement and discretion in carrying out their duties. It is not intended to cover every situation which may arise in the performance of members’ duties. The primary components of the written directive system are as follows: 1. General Orders: Written directives which establish policy, procedures, rules, and regulations for all members, both sworn and non-sworn, of the Oviedo Police Department. 2. Memorandum: A written document that contains information, instructions, advisories, or announcements of a general or specific interest. 3. Instructional Materials/Bulletins: Written directives containing Training Bulletins or Legal Bulletins that are designed to instruct members on changes in law or operational procedures. D. Accreditation: General Orders and any written directives containing procedures must comply with accreditation standards as defined by the Commission for Florida Law Enforcement Accreditation. E. General Orders Review Committee: Select police department personnel charged with the review of the department’s current written directives. Written directives requiring General Orders Review Committee approval will not be issued prior to that approval process unless authorized by the Chief of Police. ISSUING AUTHORITY A. General Orders will be promulgated by the Chief of Police. B. Revisions to existing general orders shall be issued by the Chief of Police or the Accreditation Manager. C. Instructional materials and bulletins may be issued by any supervisor with the approval of the division Deputy Chief. GO 1-1.0 Written Directive System Oviedo Police Department GO-1-1.0 Written Directive System V. Page 4 of 7 OBJECTIVES The primary objectives of written directives are to accomplish the following: VI. A. Standardize procedures for recurrent, predictable situations; B. Clarify accepted methods of operation; C. Provide all requirements, rules, regulations, and general guidelines for tasks which personnel are responsible for accomplishing; and D. Provide a consistent standard of work. FORMAT A. General Orders Format: 1. General Orders are grouped together sequentially by category in chapters. The general order number will be assigned when the written directive is issued. Whenever a written directive is revised, the original number will remain the same. The revision number will increase by one each time a new revision is issued (example: 1-1.0 would become 1-1.1 when revised). 2. A header located on the first page will include: a. The name of the general order; b. Effective Date: the effective date of the general order and members must comply once received c. The chapter will be followed by a dash and the order number and the revision number (1-2.0, 1-3.1); d. Subject: declares the topic of the general order; e. Reference: indicates the accreditation standards, Florida state statutes, and/or additional general orders which may be applicable f. Rescinds: will signify what version the general order is replacing; g. Number of pages: lists the total number of pages within the general order. 3. The purpose of the general order explains why the written directive was created and what it is intended to address. The purpose will be brief and concise. GO 1-1.0 Written Directive System Oviedo Police Department GO-1-1.0 Written Directive System B. C. Page 5 of 7 4. A list of the major articles contained within the general order will follow the purpose of the general order. 5. The subject matter of the general order will be presented in paragraph form. 6. The page footer will contain the general order number, subject of the general order, and page number. 7. General orders will be revised as needed due to department policy or procedure changes, federal, state, county, and city law changes, or accreditation standard revisions. 8. Revisions to the General Orders Manual will be received via PowerDMS. The revisions will be italicized. The previous general order will be archived. Memoranda Format: 1. Memoranda provide information of a strictly informational nature. Routine memoranda include person-to-person, interoffice, intradepartmental, and inter-departmental correspondence. 2. Memoranda will include the following, at a minimum: a. To; b. From; c. If applicable, who the memoranda is routed to prior to getting to the directed person; d. Date; Subject or Reference; and e. f. Body of message. Instructional Materials/Bulletins: Instructional Materials and Bulletins will be written in paragraph form and labeled as appropriate (For Law Enforcement Only) when sensitive material is contained. Bulletins are labeled according to their content (Legal, Training, Intelligence, etc.). They shall include a date of issuance. D. This order in no way precludes supervisors from issuing routine written requests, general communications, commands, and/or orders directly to their members/personnel, provided such written directives are not in conflict with, in addition to, or an alteration of prevailing written directive(s). GO 1-1.0 Written Directive System Oviedo Police Department GO-1-1.0 Written Directive System VII. VIII. Page 6 of 7 COMPOSITION AND SEARCHING A. A Table of Contents lists the general orders in numerical order, gives the name of each general order, and the effective date. The Table of Contents will be updated each time a general order revision is distributed. B. The general orders contained in the General Orders Manual within PowerDMS will be organized sequentially in chapters by function. C. The General Orders Manual is available electronically on PowerDMS and in hardcopy in the Report Writing Room. General orders may be searched within PowerDMS via the “find anything” tool. REVIEW OF WRITTEN DIRECTIVES All general orders will be reviewed periodically by the Accreditation Manager and may be submitted to subject matter experts for additional review as necessary. Reviews shall be conducted in order to ensure compliance with federal and state law changes and changes in accreditation standards. IX. X. APPROVAL PROCESS A. Proposals for new or revised written directives shall be routed to the Accreditation Manager. The submitting party shall outline, in a draft directive form, the suggestion for a new or revised policy or procedure. The suggestion should be submitted through the member’s chain of command by electronic mail for review and comments. B. If accepted, the revisions shall be completed and forwarded to the Chief of Police for approval. DISSEMINATION AND MAINTENANCE A. Utilizing PowerDMS, once a directive is approved, the Accreditation Manager will ensure the new/revised directive is properly formatted and added to the department’s online General Orders Manual. B. A PowerDMS notification will be sent out automatically to all members. Members will acknowledge receipt of the written directive by electronically signing the general order within PowerDMS. Once the member has read and GO 1-1.0 Written Directive System Oviedo Police Department GO-1-1.0 Written Directive System Page 7 of 7 understands the written directive, they shall sign off and accept the written directive in PowerDMS within ten (10) work days of notification, not including approved time off (vacation, military leave, sick, FMLA, etc.) XI. C. Members will be responsible for reading and complying with the content contained within the written directive(s) after they are promulgated and added to the General Orders Manual within PowerDMS. If a written directive is not clearly understood, the member shall make an inquiry to his/her supervisor. D. Documentation of each member’s signoff, including the date and time completed, will be retained in PowerDMS. ARCHIVAL AND STORAGE Written directives, to include general orders and training bulletins are accessed, maintained, and archived on PowerDMS. /s/ DHC ___________________________________ DALE COLEMAN CHIEF OF POLICE 04-01-2021 __________________ DATE GO 1-1.0 Written Directive System OVIEDO POLICE DEPARTMENT GENERAL ORDER EFFECTIVE DATE: 07-12-2021 SUBJECT: APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-2.0 REFERENCE: Organization and Command AMENDS: None RESCINDS: None I. II. III. IV. V. VI. VII. VIII. IX. PURPOSE DEFINITIONS ORGANIZATION GENERAL DUTIES AND RESPONSIBILITIES MEMBER ACCOUNTABILITY DUTIES AND RESPONSIBILITIES OF COMMANDING OFFICERS DUTIES AND RESPONSIBILITIES OF SUPERVISORY MEMBERS ORGANIZATIONAL PRINCIPALS COMMAND AUTHORITY I. PURPOSE The purpose of this order is to provide guidance to department personnel by defining their role, authority, and responsibilities, as defined by law and the authority of the Oviedo Police Department. This order serves to ensure direction, supervision, and unity of purpose for the entire department. II. DEFINITIONS A. Chief of Police: Appointed by the City Manager after the approval of the City Commission; shall assume command of, exercise leadership over, and direct the operation of the Oviedo Police Department. B. Deputy Chief: In the absence of the Chief of Police, a Deputy Chief shall be considered the Acting Chief of Police. C. Management Staff: All sworn personnel above the rank of Lieutenant and non-sworn managers. Oviedo Police Department GO 1-2.0 Organization and Command III. Page 2 of 8 D. Commanding Officers: Any sworn officer with the rank of Lieutenant or higher or any other member so designated by the Chief of Police. E. Senior Officer: A department member in any given rank with the longer service in that rank. F. Supervisor: Members of the department in the rank of Sergeant or above, or an Assistant Squad Leader acting as the shift supervisor; any other sworn officer or non-sworn member, either temporarily or permanently so designated by the Chief of Police. G. Span of Control: The number of persons reporting to any one supervisor. H. Unity of Command: The concept that at any point in time, each individual in the organization has one, and only one immediate supervisor. I. Chain of Command: Refers to lines of communication going downward or upward within the organizational hierarchy through each successive level of command. J. Delegation of Authority: The division of the tasks of command among the members of the various units. K. Order of Precedence: A system of succession established to ensure that leadership is available when an organization’s Chief Executive Officer is incapacitated, off-duty, out of town, or otherwise unable to act. ORGANIZATION The Oviedo Police Department shall be composed of sworn and non-sworn members, Police Explorer volunteers, and civilian volunteers. Non-sworn service members may include permanent and temporary members. The strength of the department shall not exceed the number of personnel authorized by the City Council. GO 1-2.0 Organization and Command Oviedo Police Department GO 1-2.0 Organization and Command IV. Page 3 of 8 GENERAL DUTIES AND RESPONSIBILITIES As directed by the City Manager, the Chief of Police shall assume command of and exercise leadership and authority over the operation of the Oviedo Police Department pursuant to the authority granted to his office by the Constitution and laws of the State of Florida, and the authority granted by the Oviedo City Charter, the City of Oviedo Code of Ordinances, and/or the City Commission. The Chief of Police has the authority and responsibility for the operation, administration, and management of the Oviedo Police Department. Under that authority, the following duties and responsibilities are delegated to all sworn personnel: V. A. Protect the Constitutional Rights of all persons; B. Do everything within the member’s power and authority to prevent criminal behavior from occurring in the City of Oviedo; C. Reduce fear from crime in the City of Oviedo; D. Maintain order within the City of Oviedo; E. Provide effective disaster response to the community; F. Design and implement action to thwart crime inducting or enabling conditions; G. Provide service to the community in a professional manner; H. Strive to create and enable public and department partnerships to prevent and control crime; I. Identify and apprehend violators of the law and threats to the safety and tranquility of the community; J. Provide for safe and efficient flow of traffic through education, engineering, and enforcement; and K. Conduct thorough investigations of crime and other conditions affecting public safety. MEMBER ACCOUNTABILITY All members shall be responsible for adherence to departmental rules, regulations, orders, and written directives. GO 1-2.0 Organization and Command Oviedo Police Department GO 1-2.0 Organization and Command VI. Page 4 of 8 DUTIES AND RESPONSIBILITIES OF COMMANDING OFFICERS Commanding Officers shall be responsible, but not limited in responsibility for the following: A. Efficient performance of duty, punctual attendance, appearance, efficiency, and discipline of all members within their command; B. Supervising the work and reports of members of lesser rank, providing such assistance and guidance as necessary for their proper understanding and performance of duty; C. Explaining written directives, written orders, correspondence, department procedures, etc. to members of their command, and those matters of interest and importance as may be essential to the best interest of the department; D. Receiving, preparing, submitting, and maintaining information on members of their commands, including the prompt and thorough reporting of cases of good conduct, misconduct, nonobservance of any written orders or directives, or improper performance of duty on the part of any member of their command; E. Proper use, care, maintenance, appearance, condition, inspection, and inventory of department property, buildings and grounds, and equipment issued to them and members of their command. They shall not, however, be liable for that property issued to individual members assigned to an organizational unit of the department for which a subordinate member of the department is responsible; F. Prompt reporting, and proper care, custody, and disposition of all confiscated or recovered money and property; G. Cooperation with local, state, and federal law enforcement agencies, public officials, and the news media; and H. Response to any emergency or occurrence of a serious or unusual nature. They shall also, whenever possible, respond to calls where members of their command are involved in controversy or serious accidents. Commanding officers are then responsible for prompt reporting, through the chain of command, all unusual occurrences or conditions, serious crimes, and incidents taking place within their command areas. GO 1-2.0 Organization and Command Oviedo Police Department GO 1-2.0 Organization and Command VII. Page 5 of 8 DUTIES AND RESPONSIBILITIES OF SUPERVISORY MEMBERS A. Police Deputy Chief: A Police Deputy Chief shall, when so assigned: 1. 2. 3. 4. B. Police Lieutenant: A Police Lieutenant shall, when so assigned: 1. 2. 3. C. Assume command of, exercise leadership over, perform the duties of a supervisor, and direct the operation of any assigned section within the department; Mentor members of lower rank to be able to assume the duties and responsibilities of their office on a temporary or emergency basis; and Perform other related duties as directed by supervisors. Police Sergeant: A Police Sergeant shall, when so assigned: 1. 2. 3. D. Assume command of, exercise leadership over, perform the duties of a supervisor, and direct the operation of any assigned division within the department; Mentor members of lower rank to be able to assume the duties and responsibilities of their office on a temporary or emergency basis; Are responsible for the accuracy and content of written directives which impact their assigned areas of operation; and Perform other related duties as directed by the Chief of Police. Assume command of, exercise leadership over, perform the duties of a supervisor, and direct the operation of any assigned unit within the department; Mentor members of lower rank to be able to assume the duties and responsibilities of their office on a temporary or emergency basis; and Perform other related duties as directed by supervisors. Assistant Squad Leaders (ASLs): An Assistant Squad Leader shall, when so assigned: 1. Assume command of, exercise leadership over, perform the duties of a supervisor; 2. Direct the operation of any assigned unit within the department; and 3. Perform other related duties as directed by supervisors. GO 1-2.0 Organization and Command Oviedo Police Department GO 1-2.0 Organization and Command VIII. Page 6 of 8 ORGANIZATIONAL PRINCIPALS A. Span of Control: Unless specified otherwise, to achieve effective direction, coordination, and control, the number of members under the immediate control of any supervisor will be no more than ten members that work a regular weekly schedule. B. Unity of Command: In order for members to be aware of what is expected of them and to promote efficiency and responsibility, members are accountable to one and only one immediate supervisor at any given time. C. D. 1. A supervisor shall exercise direct command over subordinates outside of his/her usual command in all situations where the police purpose or reputation would be jeopardized. 2. A supervisor shall not unnecessarily give orders to subordinates who are not assigned to his/her command. Chain of Command: The chain of command will designate the accepted lines of authority as established from top to bottom, through which all department communications will be transmitted. The chain of command must be rigorously followed. Breaking the chain of command is only permitted in certain situations, such as: 1. Whenever a member of the department receives no satisfaction from an immediate supervisor regarding a personal or department related problem. 2. Whenever any subordinate has probable cause to believe that a supervisor is involved in unlawful or immoral conduct. 3. Whenever a subordinate reasonably believes that he/she has been given an unlawful order. 4. Under normal circumstances, the subordinate must request permission from his/her supervisor to move upward on the chain of command. This request may be either in verbal or written form. Delegation of Authority: At every level within the Oviedo Police Department, members have the authority to make decisions necessary for the effective execution of their responsibilities. Members are fully accountable for the use of delegated authority as well as failure to use it. GO 1-2.0 Organization and Command Oviedo Police Department GO 1-2.0 Organization and Command E. Order of Precedence: In the absence of the Chief or in exceptional situations, the order of precedence is as follows (unless otherwise authorized): 1. 2. 3. 4. 5. 6. IX. Page 7 of 8 Chief of Police; Deputy Chief by seniority; Lieutenant by seniority; Sergeant by seniority; Assistant Squad Leader by seniority; Officer/Detective (regardless of assignment) by seniority. COMMAND AUTHORITY A. In situations involving personnel of different functions engaged in a single operation, the on-scene supervisor of the component responsible for the operation or emergency situation is in command, unless relieved by a superior officer. B. If a superior officer assumes command of an incident, the superior officer must announce his or her intentions to the person in charge. C. In day-to-day operations, the order of command is as follows: 1. Chief of Police Deputy Chief 2. 3. On-Duty Lieutenant 4. On-Duty Patrol Sergeant D. A member may be designated as an acting supervisor by a commanding officer of higher rank. Acting supervisors serve on the same supervisory level as the supervisor whom they are temporarily replacing. E. A subordinate may relieve a superior from duty when the superior in charge is unable to perform assigned duties as a result of physical or psychological impairment. The subordinate shall identify himself or herself, announce the reason to the supervisor being relieved, and advise all present that he or she has assumed command. The relieving subordinate shall immediately notify the next superior in the chain of command of the person being relieved. F. When more than one officer is present at the scene of an incident without a supervisor being present, the officer originally dispatched or assigned shall be in charge unless specifically relieved by a supervisor. GO 1-2.0 Organization and Command Oviedo Police Department GO 1-2.0 Organization and Command /s/ DHC ____________________________________ DALE COLEMAN CHIEF OF POLICE Page 8 of 8 04-01-2021 __________________ DATE GO 1-2.0 Organization and Command OVIEDO POLICE DEPARTMENT GENERAL ORDER SUBJECT: EFFECTIVE DATE: 07-12-2021 APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-3.0 REFERENCE: Standards of Conduct AMENDS: None I. II. III. IV. V. VI. VII. RESCINDS: None X. XI. XII. PURPOSE CANON OF LAW ENFORCEMENT ETHICS OATH OF OFFICE DUTY RESPONSIBILITIES PROHIBITED CONDUCT ISSUING AND COMPLIANCE WITH ORDERS CONDUCT TOWARD OTHER MEMBERS AND PROFESSIONAL ASSOCIATES SUBSTANDARD PERFORMANCE MEMBERS INVESTIGATED FOR, CHARGED WITH, OR CONVICTED OF A CRIME USE OF TOBACCO/NICOTINE PRODUCTS USE OF INTOXICANTS AND DRUGS POLITICAL ACTIVITIES I. PURPOSE VIII. IX. The purpose of this order is to provide guidance to personnel by defining their role, authority, and responsibilities, as defined by law and the authority of the Oviedo Police Department. This order serves to ensure direction, supervision, and unity of purpose for the entire department. Oviedo Police Department GO 1-3.0 Standards of Conduct II. Page 2 of 16 CANON OF LAW ENFORCEMENT ETHICS A. Primary Responsibility of Job: The primary responsibility of the law enforcement service, and of the individual law enforcement officer, is the protection of the people of the United States through the upholding of their laws, chief among which is the Constitution of the United States and its amendments. The law enforcement officer represents the whole of the community and its legally expressed will and is never the arm of any political party or clique. B. Limitation of Authority: The first duty of a law enforcement officer as upholder of the law, is to know the bounds the law established for its enforcement. The law enforcement officer represents the legal will of the community, be it local, state, or federal. The law enforcement officer must therefore be aware of the limitations and proscriptions that the people, through law, have imposed as a primary responsibility. Law enforcement officers must recognize the genius of the American system of government which gives no person, group, or institution absolute power. Law enforcement officers must ensure that they, as prime defenders of that system, do not pervert its character. C. Duty to be Familiar with the Laws and with Responsibilities of Self and Other Public Officials: Law enforcement officers shall assiduously apply themselves to the study of the principles of the laws that they are sworn to uphold. Law enforcement officers will ascertain their responsibilities in the particulars of their enforcement, seeking aid from superiors in technical matters or principles when such are not understood. Law enforcement officers will make special effort to fully understand their relationship to other public officials, particularly in matters of jurisdiction, both geographically and substantively. D. Utilization of Proper Means to Gain Proper Ends: Law enforcement officers shall be mindful of their responsibility to pay strict heed to the selection of means in discharging the duties of their office. Violations of law or disregard for public safety and property on the part of an officer are intrinsically wrong; they are self-defeating in that they instill in the public mind like a disposition. The employment of illegal means, no matter how worthy the end, is certain to encourage disrespect for the law and its officers. If the law is to be honored, it must first be honored by those charged with its enforcement. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct Page 3 of 16 E. Private Conduct: Law enforcement officers shall be mindful of their special identification by the public as upholders of the law. Laxity of conduct or manner in private life, expressing either disrespect for the law or seeking to gain special privilege, will certainly reflect upon the police department and the individual officer. The community and the service require that law enforcement officers lead decent and honorable lives. Following a law enforcement career gives no one special perquisites; however, it does give the satisfaction and pride of following and furthering an unbroken tradition of safeguarding the American republic. Officers who reflect upon this tradition will not degrade it. Rather, they will so conduct their private lives that the public will regard them as examples of stability, fidelity, and morality. F. Conduct Toward the Public: Law enforcement officers, mindful of their responsibility to the whole community, shall deal with individuals of the community in a manner calculated to instill respect for its laws and its police service. Law enforcement officers shall conduct their official lives in a manner such as will inspire confidence and trust. Thus, they will be neither overbearing nor subservient, as no individual citizen has an obligation to stand in awe of them, nor a right to command them. Officers will give service where they can and require compliance with the law. They will do so neither from personal preference or prejudice, but rather as duly appointed officers of the law discharging a sworn obligation. G. Conduct in Arresting and Dealing with Law Violators: Law enforcement officers shall use powers of arrest strictly in accordance with the law and with due regard for the rights of the citizen concerned. Their office gives them no right to judge the violator nor to mete out punishment for the offense. They shall, at all times, have a clear appreciation of responsibilities and limitations regarding detention of the violator. They shall conduct themselves in such a manner as to have to use minimal force necessary for any situation. To this end they shall cultivate a dedication to the service of the people and the equitable upholding of the law, whether in the handling of the law violators or in dealing with the law-abiding. H. Gifts and Favors: Law enforcement officers representing government, bear the heavy responsibility of maintaining in their own conduct the honor and integrity of all government institutions. They shall therefore, guard against placing themselves in a position in which any person can reasonably assume that special consideration is being given. No officer shall accept any gift, favor, or gratuity which may impact their judgement or actions in the course of conducting his/her duties. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct Page 4 of 16 I. Presentation of Evidence: Law enforcement officers shall be concerned equally in the prosecution of the wrongdoer and the defense of the innocent. They shall ascertain what constitutes evidence and shall present such evidence impartially and without malice. In so doing, they will ignore social, political, and all other distinctions among the persons involved, strengthening the tradition of the reliability and integrity of an officer’s word. Law enforcement officers shall make a concerted effort to increase perception and skill of observation, mindful that in many situations theirs is the sole impartial testimony to the facts of a case. J. Attitude Toward Profession: Law enforcement officers shall regard the discharge of their duties as a public trust and recognize their responsibilities as a public servant. By diligent study and sincere attention to selfimprovement, they shall strive to make the best possible application of science to the solution of crime and, in the field of human relationships, strive for effective leadership and public influence in matters affecting public safety. They shall appreciate the importance and responsibility of their office and hold police work to be an honorable profession rendering valuable service to their community and country. Note: Civilian members shall act in accordance with the City of Oviedo Code of Conduct policy. III. OATH OF OFFICE All sworn members of the Oviedo Police Department shall take an oath of office to enforce the laws and uphold the state and national constitutions. IV. DUTY RESPONSIBILITIES A. Police Department Objectives: 1. Sworn members shall preserve the public peace, detect and arrest violators of the law, prevent crime, protect life and property, and enforce all federal, state, and local laws within the department’s jurisdiction. 2. Department members shall fulfill their duty responsibilities to support the mission of the Oviedo Police Department. 3. Department members shall safeguard their ability to make objective, fair, and impartial decisions. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct B. C. D. Page 5 of 16 Knowledge of and Obedience to Laws and Police Department Directives: 1. Members shall observe and obey all local ordinances, state, and federal laws. 2. Members shall abide by the standards of conduct as set forth herein as well as all written directives of the Oviedo Police Department. 3. Members shall, to the extent required by their assignment, remain knowledgeable of criminal law as provided for by Florida Statutes and City of Oviedo ordinances. In the event of improper action, inaction, or breach of discipline, it will be presumed the member was familiar with the applicable law, rule, directive, or policy in question. Duty Assignments: 1. Members shall report for duty as scheduled, appropriately attired and equipped. 2. Members shall not be absent from duty, post, or assignment without authorization. 3. Members are to remain at their assignment and on-duty until properly relieved or dismissed. Performance of Duty: 1. Members shall be attentive to, and take prompt, suitable action on, reports and complaints by private persons and concerns, except when circumstances make it necessary for them to report the matter or refer the complaint to another division, department, or agency. They shall fulfill proper requests for information and assistance and will avoid showing disinterest or lack of concern in matters of low law enforcement priority. 2. Members will cooperate with, support, and assist members from other public emergency or law enforcement agencies in the performance of their official duties. If an Oviedo Police Department officer must take enforcement action against a member of the police department or a law enforcement officer of any other agency, they shall immediately notify their supervisor. The incident will be documented and the information forwarded through the chain of command to the Chief of Police. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct 3. E. F. Page 6 of 16 Members are required to voluntarily bring any matter to the attention of their supervisor when such matter is likely to have relevance to any department concern or which might bring discredit to the police department. Fitness for Duty 1. Members shall maintain sufficient fitness for duty in order to perform the essential functions of their position in a safe, effective, and efficient manner. 2. Should a supervisor have reasonable cause to question a member’s physical or psychological fitness for duty, the member will be immediately relieved from active duty until such time as their fitness can be evaluated. Conduct Toward the Public 1. Members shall be responsive to the needs of the public by rendering prompt and courteous service and consistently conducting themselves in a professional manner that encourages public respect. 2. Members shall treat victims, witnesses, suspects, prisoners, and other persons with respect. 3. Members shall maintain command of their temper, exercise patience and discretion, and refrain from coarse, profane, or insolent language. 4. When requested, members are to furnish their name, ID number, and position in a courteous manner. 5. When answering the telephone, members shall identify themselves, or their unit or division, and maintain a courteous decorum. 6. Members are issued police department credentials upon employment. Unless they are engaged in a confidential investigation or other activity that may jeopardize their safety or the safety of others, members are required to present such credentials when responding to requests to view official identification. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct G. H. Page 7 of 16 Conduct of Investigations 1. All investigations shall be conducted in accordance with police department directives. 2. Members shall report all criminal activity or suspected activity (including all self-assigned investigations). 3. Members are not to release information of a confidential nature or information regarding a case under investigation which may impede the investigation or delay an arrest. 4. Members are not to become involved in any expressed or implied promise or arrangement which is intended to reduce criminal charges and/or permit an offender to escape the penalty provided by law without obtaining approval from the State Attorney’s Office. 5. Members shall not unnecessarily interfere with any case assigned to another member. Off-Duty Enforcement Action 1. Before taking enforcement action when off-duty, sworn members shall have their proper identification to readily identify themselves as an Oviedo Police Department officer. Proper identification includes verbally identifying oneself as a law enforcement officer and readily and openly displaying a police department issued badge and identification card. 2. Officers will exercise discretion and consider the following factors before taking off-duty enforcement action: a. b. c. d. Is direct and immediate law enforcement intervention necessary? Can an on-duty law enforcement officer be readily summoned by radio, telephone, or some other means to take the enforcement action instead of the off-duty officer? Would it be best for the off-duty officer to quietly observe the situation, without interference, and wait for the arrival of onduty personnel? Is there danger to any person that would necessitate an officer’s taking immediate action? GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct e. f. V. Page 8 of 16 Is the off-duty officer properly equipped to take enforcement action? What kind of vehicle is the off-duty officer driving (police department vehicle or personally owned vehicle)? 3. Members while off duty in a private vehicle, shall not take law enforcement action for traffic violations. Members returning to duty shall not take enforcement action against an individual for noncriminal traffic violations that occurred off duty. 4. Officers are not to take enforcement action when in an off-duty status after recent consumption of alcoholic beverages. Exceptions would be in violent felonies and immediate law enforcement intervention is necessary and, in those cases, extreme discretion should be utilized prior to taking action. PROHIBITED CONDUCT A. Conduct Unbecoming: 1. Members shall conduct themselves at all times, both on and off duty, in such a manner as to reflect favorably on the police department. Unbecoming conduct shall include that which violates the values and standards of the police department, canon of ethics, or written directives, that which brings the department into disrepute or reflects discredit upon the individual as a police department member, and that which impairs the operation or efficiency of the police department. 2. Examples of prohibited conduct include, but are not limited to, the following: a. b. c. d. e. f. g. Sexual conduct on-duty; Participation in any immoral, indecent, lewd, or disorderly conduct while on or off duty; Interfering with another member’s ability to carry out their duties and responsibilities; Interfering with the ability of supervisors to maintain discipline or the respect of subordinates; Performing any acts or making any verbal or written statements that may bring the police department or any of its personnel into disrepute or ridicule; Intimidation or solicitation for personal reasons under color of authority; Sleeping while on-duty; GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct h. i. j. k. l. B. C. Page 9 of 16 Gambling while on-duty, unless authorized for the performance of duty; Accepting a bribe or gratuity for an illegal act or failure to report that act or the offer of a bribe; Engaging in controversies or making arrests in the member’s personal disputes, in those within their family, or in those arising with their neighbors, except under such circumstances as would justify self-defense or to prevent injury to another; Altering, tampering, or attempting to cause any change with any potential or real evidence, records or witnesses, whether it be criminal or of an internal police department matter; or Engaging in any discriminatory conduct, sexual harassment, or any other activity which is intended to be or is likely to be offensive to any person. Association/Fraternization with Criminals: 1. Members are prohibited from regular personal association with individuals, other than family, who are convicted felons or known to have a lifestyle of continuing criminal activity. 2. Members are prohibited from regular personal association with individuals, other than family, who are known to be under investigation by the police department or another law enforcement agency related to a felony investigation. 3. Members are required to make their immediate supervisor aware of any regular personal association with family that, under other circumstances, would be prohibited. 4. Note: “Family” is defined as persons related by blood or marriage and persons who have a child in common regardless of whether they have been married. However, association with those individuals with a child in common who are not currently married is limited to incidental contact related to the welfare of the child. False Statements and Reports: 1. Members are prohibited from making false statements or reports relating directly or indirectly to their employment or other police department business, making a false or deceptive statement or report to a superior, or intentionally falsifying or withholding any material matter from any report or statement. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct 2. D. E. Page 10 of 16 Members are required to be truthful at all times, whether under oath or not. Members are required to fully, truthfully, and directly answer all questions or render relevant material in police department matters, supervisory inquiries and internal inquiries/investigations. Abuse of Position: 1. Employees shall not dismiss charges against an arrested person whose case has not yet been docketed for court appearance without sufficient reason, and then only with prior permission from their supervisor. 2. Members shall not unnecessarily interfere with any case assigned to another member, with the operation of any other division or of the courts, or with any lawful private enterprise. Conflicts of Interest: 1. Members shall not solicit or accept presents, loans, or gratuities while on or off duty if it appears to influence the discharge of official duties or if it involves any governmental action affecting the donor or lender. Members may, at the discretion and approval of the Chief of Police, make solicitations where said solicitations accomplish a departmental mission. 2. Members shall not receive any article, either as a gift or as a result of purchase or trade, from suspects, prisoners, persons recently arrested, known gamblers, prostitutes, or other persons of questionable character, or from professional bondsmen, pawnbrokers, or other persons whose vocation may profit from their association with members. 3. Members shall not use their official position, either directly or implied, to acquire or purchase property or gain any other favor as the result of an eviction or other civil process with which they have a direct or indirect involvement or any civil or criminal seizure of property. 4. Members shall not use their official position to solicit special privileges for themselves or others. Sworn members may use their law enforcement identification to obtain admission to a public gathering or business only in the furtherance of official duty or when a business offers special discounts to law enforcement personnel. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct VI. Page 11 of 16 5. Members shall not accept any employment, establish any business or engage in any business activity without prior approval as specified in GO 2-5.0 Off-Duty/Outside Employment. 6. Members shall not use the police department address as the billing or mailing address for any non-agency related business. Exception: Officers may use the department address for the registration of their personal vehicles and on their driver’s license. 7. Members shall not suggest or recommend the use of any specific bail bond broker and except for family members, members shall not act as bondsmen for any person in custody. ISSUING AND COMPLIANCE WITH ORDERS A. Manner of Issuing Orders: Orders from a supervisor shall be in clear, understandable language, civil in tone, and issued in pursuit of department business. Members are required to obey all lawful orders from a supervisor, including any order relayed to the member by another member of the same or lesser rank. B. Obedience to Unlawful Orders: No member is required to obey any order that is contrary to law. The police department may impose directives more restrictive than, but not in conflict with, those laws. Responsibility for refusal to obey rests with the member. Members will be required to justify the refusal, in writing, to the Chief of Police or his designee through the chain of command. C. Obedience to Unjust or Improper Orders: Members who are given orders they believe to be unjust or contrary to department directives must first obey the order and then, as soon as practical, report the incident in writing to the Chief of Police or his designee through the chain of command. Appeals for relief from such orders may be made at that time. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct D. Conflicting Orders: A member who is given an order that is in conflict with a previous order or directive shall do the following: 1. 2. 3. 4. E. VII. Respectfully inform the member issuing the order of the conflict; If the member issuing the order does not alter or retract the conflicting order, the member shall comply unless such compliance is a violation of law; The member obeying the conflicting order will not be held responsible for disobedience of the previous order; and The member obeying the conflicting order shall report the order to the next higher-ranking supervisor than the member issuing the order. Insubordination: Any member who deliberately refuses or fails to obey any lawful order given by a supervisor, who engages in mutinous conduct, or who shows gross and direct disrespect to a supervisor may be guilty of insubordination and may be released from duty. CONDUCT TOWARD ASSOCIATES: A. B. Page 12 of 16 OTHER MEMBERS AND PROFESSIONAL Members shall treat all department members and professional associates with respect. They shall be courteous and civil at all times in their relationships with one another. Members are required to truthfully answer all questions asked by a supervisor relating to matters concerning their employment with the police department. C. Members are directed to voice complaints regarding internal agency matters to their immediate supervisor or through their chain of command. Members may report serious complaints directly to the Chief of Police. D. Supervisors are directed to report through the chain of command all complaints and suggestions regardless of their nature, lodged by subordinates. E. All department members are prohibited from engaging in negative and destructive speech which involves only matters of internal agency concern or which tends to be disruptive to and undermine the efficient operation of the police department, its mission, or its members. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct VIII. IX. Page 13 of 16 SUBSTANDARD PERFORMANCE A. Incompetence: Members are determined incompetent when they demonstrate a lack of ability, knowledge, skills, or if they are unable to respond to training, or if they are unable to meet the requirements of their job function. B. Carelessness/Neglect: Members may be determined to have impaired or jeopardized efficient operation of the police department due to carelessness or neglect of their responsibilities. Carelessness may be a result of an act or failure to act in a deliberate and willful manner that shows a reckless or wanton disregard for life, safety, or property; in a manner contrary to acceptable standards of performance; or in a manner which results or could have resulted in injury, danger to others, or damage to property. MEMBERS INVESTIGATED FOR, CHARGED WITH, OR CONVICTED OF A CRIME A. Members are responsible for immediately notifying their supervisor when investigated, charged, or arrested for any violation of law (excluding civil traffic violations); when served as a respondent with an Injunction for Protection/Risk Protection Order; or when investigated for child neglect or abuse. Notification shall be made as soon as possible and before returning to work the next work day. If the member’s immediate supervisor cannot be reached, notification will be made to the highest-ranking supervisor on-duty. Failure to do so may result in disciplinary action up to and including termination. B. The supervisor notified shall notify the Chief of Police via the chain of command. C. If a member of the police department is charged with or convicted of a crime, the Chief of Police will determine if it is in the best interest of the police department to: 1. 2. 3. 4. 5. Retain the member in their regular position; Assign the member to other duties or another position until such time as any charge is disposed of by trial, acquittal, dismissal, conviction, or other judicial action; Place the member on administrative leave with or without pay pending investigation; Place upon the member other restrictions or require special services; or Terminate the member. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct X. Page 14 of 16 USE OF TOBACCO/NICOTINE PRODUCTS Tobacco/nicotine products may not be used in City buildings, facilities, City vehicles or on City Property at any time. Members may not possess or utilize tobacco/nicotine products while in public view. XI. USE OF INTOXICANTS AND DRUGS A. B. Alcohol Use/Possession: 1. Members shall not report for duty smelling of or under the influence of alcoholic beverages. Members shall not, at any time, be under the influence while on duty. Members while off duty shall not be intoxicated in public view. 2. Members shall not drink alcoholic beverages while on duty, either in uniform or in plain clothes, unless authorized for the performance of duty. 3. Members shall not drink alcoholic beverages and operate any police department vehicle or other machinery under any conditions. 4. Members shall not keep any alcoholic beverages on police department premises except when necessary in the performance of duty and then only in accordance with department directives. Drug Use/Possession 1. Members using drugs or therapeutic treatments prescribed by a physician or other authorized health practitioner shall determine from the prescribing person whether the prescribed treatment has any effects that may interfere with the performance of their duties. If the treatment prescribed has said effects, members shall inform their supervisor of that fact. 2. Members using legal, over-the-counter drugs that in any way impairs or affects their job performance are responsible for bringing this fact to the attention of their supervisor. 3. Members whose fitness for duty may be impaired by the use of any drug shall be placed on sick leave unless/until restricted duty provisions are met. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct C. Page 15 of 16 4. Members shall not operate any police department vehicle if they are in any way impaired by the use of pharmacological substances. 5. The illegal possession, use, sale, purchase, or transfer of illegal drugs, controlled substances, or drugs obtained illegally is a violation of criminal statutes and will result in termination. 6. Marijuana remains classified as an illegal drug under federal law. Marijuana possession or use pursuant to the Florida Constitution and Florida Statute shall not be considered an exception to the department’s policies and position on maintaining a drug free workplace and will therefore be subject to disciplinary policies. Drug and Alcohol Testing Drug and alcohol testing of members may be conducted when necessary under the provisions of the City Personnel Policy regarding Drugs and Alcohol in the workplace. XII. Political Activities A. Members are encouraged to become fully informed regarding the issues of local, state, and national political campaigns and of the candidates’ qualifications for the offices they hope to attain. Each member as an individual voter, is urged to vote in all elections. B. Members may express their opinions on any candidate or issue such as through campaign contributions, and may participate in any political campaign during their off-duty hours and while not in uniform and not using their employment with the City of Oviedo to endorse a candidate. C. While on-duty, members shall not campaign, wear any campaign material, or display any campaign material on any police department vehicle. D. Members shall not have or display any campaign materials such as signs, posters, etc. on their private vehicles while the same are on City property. Bumper stickers placed on bumpers are permitted. E. City property, for the purpose of this directive, shall be defined as any City building or facility in which members are engaged in work activities, or any City employee parking area. GO 1-3.0 Standards of Conduct Oviedo Police Department GO 1-3.0 Standards of Conduct Page 16 of 16 F. Should any member receive a request for information from any candidate for public office concerning City business, other than information usually and readily available to any citizen, they shall advise the candidate to submit the request in writing to the City Manager. G. Members shall not be candidates for or hold elected office in the government of the City of Oviedo. H. Any decision of a member to qualify or run for elective office must be in accordance with FSS 99.012. I. Members shall not solicit any assessments, contributions, or services for any political candidate or party from any other member, while either member is on-duty or in uniform. J. Members shall not require political service of any person they supervise. K. Members shall have the right to hold membership in and support a political party to vote as he/she chooses to express an opinion on all political subjects and candidates, to maintain political neutrality, and to attend political meetings, subject to the limitations set forth in this directive. /s/ DHC ____________________________________ DALE COLEMAN CHIEF OF POLICE 04-01-2021 __________________ DATE GO 1-3.0 Standards of Conduct OVIEDO POLICE DEPARTMENT GENERAL ORDER SUBJECT: Records Management RESCINDS: EFFECTIVE DATE: 07-12-2021 APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-4.0 REFERENCE: CFA Chapter 26 NUMBER OF PAGES: 7 I. II. III. IV. V. VI. VII. VIII. IX. X. XI. XII. XIII. XIV. XV. XVI. PURPOSE GENERAL RECORDS PROCEDURES REPORT ACCOUNTABILITY MAINTENANCE, ACCESS, AND RETRIEVAL REPORT DISTRIBUTION RECORDS, RETENTION, AND DESTRUCTION SEALED AND EXPUNGED RECORDS PUBLIC RECORDS RELEASE TRAFFIC CRASH REPORTS UNIFORM TRAFFIC CITATIONS JUVENILE FINGERPRINTS AND PHOTOGRAPHS WRITTEN WARNINGS PARKING CITATIONS SECURITY CHECK FORMS SUBPOENAS I. PURPOSE The purpose of this order is to establish guidelines for the administration and operation of the Oviedo Police Department’s Records function. It is the policy of the Oviedo Police Department to have a central records component, referred to as the Records Section, to meet the management, operational, and informational needs of the department and to place accountability for the records function in a specific specialized component. The Records Section is more specifically concerned with field reporting and central records activity and is not intended to address the records functions attendant to specialized entities within the department. The Records Section is supervised by the Support Services Deputy Chief. Oviedo Police Department GO-1-4.0 Records Management II. Page 2 of 14 GENERAL This order shall regard the confidentiality, availability, access, and security of records maintained by the department. It is important that criminal reports, records, and files are maintained in a central location. Access to Records will be limited in order to maintain security and to comply with Florida law. III. RECORDS PROCEDURES A. B. C. Records Tracking 1. During normal business hours, Monday through Friday (excluding holidays), the Records Coordinator is responsible for the retrieval, review, scanning, and uploading of reports. 2. The Records Coordinator is to compare submitted reports against the shift report to ensure each report has been accounted for by submission or notation of status. If a report is determined to be missing or not accounted for, the Records Coordinator shall be responsible for tasking the officer via email routed through the officer’s supervisor in locating the missing report. Reporting Errors “Kickbacks” 1. When a report is determined to be incomplete, missing information, inaccurate, and/or not completed correctly, the Records Coordinator shall return the report with a “Kickback” form to the initiating officer via the officer’s supervisor. The identified issue(s) shall be corrected/completed by the officer in a timely manner and then resubmitted to Records. 2. A copy of the “Kickback” form will be maintained in Records until the corrected original report is returned with the proper corrections made. Records Management Guidebook The Records Section maintains a Records Management Guidebook to document the detailed procedural steps necessary for the review, processing, and submission of all police reports, forms, documents, and uniform traffic citations. The guidebook also provides direction for the completion of numerous other Records Section functions. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management D. Page 3 of 14 Submissions to State Attorney or Clerk of Court The Records Coordinator is responsible for processing and tracking case submission packets for each Arrest/Capias/Notice to Appear submitted by officers for transmission to the Office of the State Attorney or the Clerk of Court. E. IV. Associated Records Functions 1. Uniform Crime Reporting (UCR): The Records Coordinator is responsible for ensuring that UCR codes are accurate. Subsequently, UCR code numbers are reported twice a year to the Florida Department of Law Enforcement (FDLE). 2. Monthly Reporting: The Records Coordinator is responsible for submitting the following monthly reports: a. FDLE Hate Crime Report; b. Juvenile Justice Delinquency Protection Act Report; c. Seminole Trail Report; Domestic Violence Report Tracking; and d. e. Monthly Statistics Report 3. Local Background Checks: The Records Coordinator is responsible for completing local background checks for federal, state, and local agencies as well as for citizens of the City of Oviedo. (Note: The Oviedo Police Department does not have required licensing to complete local background checks for the Immigration and Naturalization Service. Those requests are to be referred to FDLE or the Seminole County Sheriff’s Office.) REPORT ACCOUNTABILITY A. At the conclusion of each shift, the responsible shift supervisor is accountable for the review, approval, and submission of the shift members’ Café police reports and the collection and submission of supporting documentation to the Records Section as part of the Shift Report. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management V. Page 4 of 14 B. Reports and documents will include but are not limited to: 1. Arrest Affidavits/Incident Reports; 2. Capias submissions; 3. Notice to Appear (NTA) Citations; 4. Non-Criminal Informational Reports (CJIS); 5. Parking Citations; 6. Administrative Citations; 7. Uniform Traffic Citations (UTC); 8. Trespass Reports (TP); Baker Act Reports (CIT); 9. 10. Field Contact Reports (FC); 11. Area Patrol Reports (AP); Traffic Homicide Reports; 12. 13. Vital Records; and 14. Report of Investigation (ROI). C. To ensure report accountability, when a Shift Report is being submitted and a case number or supplemental report does not appear on the Shift Report, the shift supervisor shall handwrite the case number at the bottom. D. When a digital report is incomplete/being held, the shift supervisor shall indicate “Held” beside the case number on the Shift Report. When there are no documents associated with a case, the shift supervisor shall enter “NP” (No paperwork) beside the case number. E. The shift supervisor shall submit the Shift Report, with appropriate police reports/supporting documents and notations to Records utilizing the Key Track secure locker labeled “Records.” MAINTENANCE, ACCESS, AND RETRIEVAL A. All police-initiated reports and documents (excluding Traffic Crash Reports) are entered or scanned into Café. Once retained in Café, the digital version of each report is the copy of record. B. Café reports are accessible to law enforcement officers to view through security-controlled agency devices 24 hours a day, 7 days a week. C. The Records Office is to be kept secure by a locked door with restricted key entry. The door shall be kept closed and locked at all times when Records personnel are not present. When Records personnel are present, the door may remain in an open position to allow police business to be conducted. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management D. VI. Page 5 of 14 In the event department personnel enter the Records Office when Records personnel are not present, each member who enters must sign in on the access register hanging in Records. REPORT DISTRIBUTION A. For specifics/details on report distribution steps refer to the Records Management Guidebook. B. General Processing and Distribution: 1. Multiple Defendant Cases: When processing an arrest or Capias with multiple defendants, each defendant must have a separate packet for the Clerk of Court and State Attorney. 2. Investigations: The Criminal Investigations Lieutenant or designee shall be responsible for checking and managing reports in Café and assigning appropriate cases to individual detectives. All supporting documents of assigned reports are to be forwarded to the Criminal Investigations Division by the Records Coordinator. 3. Traffic Homicide Investigations (THI): THI reports are vital records. A copy of the final THI with all supporting documents shall be turned in to the Records Office once complete to be filed in the THI vital records files. 4. City of Oviedo: Reports of incidents/accidents occurring on city property shall be forwarded to the appropriate city department and Human Resources Risk Management by the Records Coordinator. Shift supervisors are responsible for notifying the Records Coordinator when there is a report involving city property, city vehicles, or department members. 5. Domestic Violence Reports: Domestic violence reports must be sent to SafeHouse of Seminole via the Office of the State Attorney within twenty-four (24) hours after the agency’s receipt of the report. SafeHouse has a box at the Office of the State Attorney. Domestic violence case numbers are to be entered on the DV Log Sheet. The Records Coordinator is responsible for generating a report monthly to the Chief of Police on domestic violence crimes utilizing the log sheet. 6. Animal Reports: Reports involving animal cruelty or animal attacks are to be forwarded to Animal Control by the Records Coordinator with any necessary redactions. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management VII. Page 6 of 14 7. Other Law Enforcement Agencies: The Records Coordinator shall forward reports requested by other law enforcement agencies to the requesting agency. Those reports are to be sent without redaction, but MUST be stamped “Law Enforcement Use Only.” 8. Depositions/Trials: Reports needed by sworn members for legal proceedings may be obtained from Café. No report shall be printed and handed out to members of the public unless pre-approved by the Chief of Police, a Deputy Chief, PIO, or the Records Coordinator. 9. Media: Requests from the media shall be handled in accordance with section VIII of this policy. RECORDS, RETENTION, AND DESTRUCTION A. Records: The agency’s files are kept within Café as the report of record, including the vital records (when feasible, as noted below). B. Juvenile Arrest Records: Juvenile arrest records relating to any non-traffic misdemeanor, felony arrest, or Capias request are designated “Juvenile” by utilizing the juvenile indicator checkbox in Café to ensure they are differentiated from other records when assessed within Café. The collection, redaction, dissemination, retention, and destruction of juvenile records will be performed by the Records Coordinator in accordance with FSS 119 and FSS 257 and the current edition of the General Records Schedule (GS2) for Law Enforcement Agencies. C. Vital Records: Vital Records consist of cases involving major crimes including but not limited to sex crimes, murders or homicides, traffic homicides, suicides, armed robberies, and kidnappings. The Records Coordinator is responsible for maintaining the department’s vital records files. Each vital record shall be scanned into Café. Vital records that cannot be scanned due to age or condition shall be maintained in the file cabinets within Records. D. Retention: Oviedo Police Department records retained within Café and/or in hardcopy, are kept for a time period in accordance with the current edition of the General Records Schedule (GS2) for Law Enforcement Agencies. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management E. VIII. Page 7 of 14 Records Destruction/Purging: 1. The destruction of records, when conducted, shall be performed in accordance with FSS Chapter 119, FSS Chapter 257, and the current edition of the General Records Schedule (GS2) for Law Enforcement Agencies. 2. The Records Coordinator is responsible for the department’s annual records destruction consistent with Florida Statutes and as specified within the General Record Schedule GS2 for Law Enforcement. 3. City of Oviedo Records Disposition Documents are to be forwarded to the City Clerk for review and approval by the Records Coordinator. Once the form has been approved by the City Clerk, the destruction may be scheduled and completed. A copy of the signed form will be maintained and kept in the destruction book. 4. Hard copies of reports/documents scheduled for destruction are to be shredded, and any electronic copies in Café will be purged by the Records Coordinator and/or the Evidence Specialist once they are approved for destruction. SEALED AND EXPUNGED RECORDS A. The Records Coordinator is responsible for receiving and processing properly executed Seal/Expunge Orders from the court system. B. Upon receipt of a Court Order mandating the sealing or expungement of an arrest record by the Oviedo Police Department, the Records Coordinator is responsible for ensuring the order is properly executed by: 1. Sending an inter-office memorandum to all department members notifying them of the order with instructions to turn in all materials relating to the order to Records. 2. Sending a certified letter to any agency and/or individual to whom any record relating to the order was sent, informing the agency/individual of the order, and requesting the records be returned or destroyed pursuant to the order. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management C. IX. Page 8 of 14 All references to that particular individual’s arrest (including automated computerized files, property and evidence files, detectives’ files, photographs, audio or video files, digital media, and any other record of the arrest/prosecution) are to be removed from the department records and destroyed or otherwise sealed in compliance with the court order and kept in a separate secure location. PUBLIC RECORDS RELEASE A. FSS 119.011 defines public records as: All documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. B. All above materials are open for public inspection unless the legislature has exempted them from disclosure. C. Police reports and records are available to the public during normal business hours unless exempt or classified as confidential by state statute. Reports to be released to the public shall be scrutinized closely to comply with FSS 119 by the Records Coordinator; information which is exempted from public release shall be redacted. D. Marsy’s Law: The Records Coordinator or designee shall protect the rights of victims and adhere to the protections provided to victims by Florida Statutes and Marsy’s Law, which provides victims of “The right to prevent disclosure of information or records that could be used to locate or harass a victim or the victim’s family, or which could disclose confidential or privileged information of the victim.” A victim is defined as “A person who suffers direct or threatened physical, psychological, or financial harm as a result of the commission or attempted commission of a crime or delinquent act or against whom the crime or delinquent act is committed.” Prior to the release of records subject to a public records request, the Records Coordinator or designee shall review the status of criminal cases that are the subject of a public records request, including any pending appeals, to determine if the Marsy’s law exemption applies, the Records Coordinator or designee shall then cite the Marsy’s law constitutional provision as the authority to redact the qualifying information. E. Public record requests received from the media should be handled similarly to requests received from members of the public, businesses, or governmental agencies. The Records Coordinator shall work in conjunction with the department PIO on the subsequent release of information. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management Page 9 of 14 F. Inquiries regarding information on an open assigned case are to be directed to the Criminal Investigation Lieutenant or the assigned detective. A copy of the redacted XCAD event report and a letter explaining the State Statute exemption for open records may be provided to the victim by the Records Coordinator. G. The Records Coordinator is responsible for processing public records requests consistent with Florida State Statute 119, Public Records. When applicable, fees may be charged for copying records in accordance with City policies and FSS 119 guidelines as follows: 1. 8 ½ x 11 copy – 15 cents per page 8 ½ x 14 copy – 15 cents per page 2. 3. 11 x 17 copy – 25 cents per page 4. Two-sided copy – 20 cents per page 5. Certified Copies - $1.00 per page in addition to per page charge CDs – actual cost 6. *A special charge of the person authorized to produce the public record/body camera requests hourly rate of pay will be charged for extensive time to research, redact, and copy, when the time to prepare the document takes over 30 minutes to prepare. H. X. Applicable fees are to be paid to the City of Oviedo Finance Department prior to release of the record. Large public records requests may require a deposit prior to the request being fulfilled. TRAFFIC CRASH REPORTS A. Traffic crash reports are completed by officers utilizing the department’s automated traffic crash reporting system. Crash reports are to be completed by the end of each shift. B. The investigating officer is to generate a Traffic Accident (TA) number and enter the report specifics in the traffic crash software. Once the report has been approved and uploaded, it becomes available to the public online. C. The investigating officer is responsible for giving each party involved a card with the TA case number and website and to specify that they utilize the website. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management D. XI. Page 10 of 14 Traffic Crash Report Submissions: 1. Once the crash report is approved and uploaded, it is sent to DHSMV in Tallahassee to become the copy of record. 2. Utilizing the Shift Report, the Records Coordinator is to verify that all crash reports have been approved and uploaded. 3. In the event a report is incomplete, rejected, or designated for followup, the Records Coordinator shall email the supervisor of the officer who initiated the report to advise which report has not been uploaded or accepted. The supervisor shall confirm the status of the investigation and advise when the crash report will be completed. 4. In the event a crash report appears on the Shift Report but is inaccessible in the traffic crash software, the Records Coordinator is to send a tasking sheet to the officer via the officer’s supervisor. UNIFORM TRAFFIC CITATIONS A. Uniform Traffic Citations (UTCs) shall be utilized and processed in accordance with the current version of the Florida Uniform Traffic Citation Procedures Manual. B. Tracking/Accountability: 1. The Crime Analyst is responsible for ordering, storing, and issuing UTC books. The Records Coordinator, Staff Assistant, or a supervisor may also issue citation books. 2. Citation books being issued shall be logged into the UTC Tracking Book. A receipt shall be signed by the officer and issuing individual. The receipt and tracking sheet are to be forwarded to Records. 3. The Records Coordinator is to keep a tracking sheet for each open citation book showing the use of each citation. A binder will be kept for each series of citation book tracking sheets. 4. When a citation is issued, the white original should be turned in to the officer’s supervisor at the end of the shift to be submitted to Records with the Shift Report. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management 5. C. Page 11 of 14 The Staff Assistant is responsible for creating new citation book tracking sheets and logging them into the citation tracking book to be assigned to officers. Traffic Citation Entry and Distribution: 1. The Records Coordinator is responsible for reviewing all traffic citations turned in for accuracy. All citations will be entered into Café via an upload from MiCad by the issuing officer. The person, vehicle, and infraction will be completed by the issuing officer; the citation number will be entered by the Staff Assistant or Records Coordinator upon receipt into Records. The Staff Assistant is responsible for scanning all citations into the Café TC Report, creating the transmittal form, and submitting the transmittal and original copies of citations to the Clerk of the Court. In the absence of the Staff Assistant, the above will be completed by the Records Coordinator. 2. When an arrest is made and a UTC is issued, the officer is to leave arrest paperwork and all original UTCs. However, the officer shall make a copy of any/all UTCs and submit those as part of the case packet to their supervisor to be submitted to Records. 3. Citations issued as part of a Notice to Appear or a Capias request will be turned in as part of the case packet to Records. 4. Criminal traffic citations must have a sworn statement from the officer to be forwarded with the citation to the Clerk of the Court. The officer will utilize the event number given at the time of the citation to open a TC number in Café. The officer is to then enter the citation and type the statement into Café under “new narrative.” The TC report shall be reviewed/approved by the shift supervisor and printed under partial report “narrative only.” The officer shall then write the TC number in the upper right corner of the citation, attach the notarized sworn narrative, and submit it to Records for processing. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management D. E. Page 12 of 14 Lost/Stolen Citations: 1. Officers are responsible for the UTC book/contents issued to them. 2. Lost or stolen citations shall be reported in writing through the chain of command to the Chief of Police. The memo is to include the circumstances of the loss or theft and will be forwarded to the DHSMV through a transmittal form by the Records Coordinator. Voided Citations: 1. A citation may be voided only by the issuing officer. 2. The citation may be voided only prior to transmittal to the Seminole County Clerk of Court. 3. Citations may be voided only when the officer finds that: a. b. c. Subsequent investigation establishes reason to believe the facts as initially relayed on the citation are not true; There is a clerical error that cannot be corrected in a legible manner; and/or The officer commences to fill out the citation but for justifiable reasons fails to complete the citation. 4. The officer is to print “VOID” in large letters across the citation, sign the citation, and forward the UTC via the chain of command to Records. The officer must obtain a TC number in Café and complete a narrative documenting why the citation was voided. Shift supervisors are to review/endorse each voided citation and turn it in to Records with the Shift Reports. 5. Once a month, a copy of each voided citation will be sent to the DHSMV; all other copies will be filed with the tracking sheets. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management F. G. XII. Page 13 of 14 Amending and Dismissing Citations: 1. The officer initiating a UTC may amend the UTC upon judicial review or upon request from the Clerk of Court in the case of a clerical error. 2. With the approval of the shift supervisor, officers may request a citation be dismissed by contacting the Seminole County Clerk of Court and providing a justifiable reason for the dismissal. The officer shall also complete a supplemental narrative under the Café TC number for all dismissals. Auditing: 1. The Records Coordinator is responsible for auditing all outstanding UTCs at least twice each year. 2. A report of the audit findings shall be forwarded to the appropriate supervisor who will ensure the Audit Form is given to the officer responsible for the outstanding citation(s). The officer is then responsible for completing the Audit Form and returning it to their supervisor who will then forward it to Records. 3. In the event an officer is unable to account for a citation, a Damaged/Lost Property Form shall be initiated and sent through the officer’s chain of command to the Chief of Police. The completed Damaged/Lost Property Form is then maintained by the Professional Standards Lieutenant. JUVENILE FINGERPRINTS AND PHOTOGRAPHS Juveniles taken into custody shall be transported to the Seminole County Jail or the Juvenile Assessment Center to be fingerprinted and photographed, as appropriate. The Seminole County Sheriff’s Office maintains such records separately, and designated as “Juvenile Confidential.” XIII. WRITTEN WARNINGS Written warnings are to be entered into Café by the issuing officer and reviewed by the shift supervisor. GO 1-4.0 Records Management Oviedo Police Department GO-1-4.0 Records Management Page 14 of 14 XIV. PARKING CITATIONS XV. A. Parking citations are to be turned in to Records with the Shift Report. A log is maintained by the Records Coordinator indicating date issued, citation number, and date paid. B. The Records Coordinator is responsible for monitoring the parking citations payment, sending “past due” letters, and issuing an Administrative Hold if the parking citation goes unpaid. Paid citations are filed in Records. SECURITY CHECK FORMS Officers shall submit Security Check Forms to their supervisors to be forwarded to Records with the shift reports. Security Check Forms are maintained in Records for ninety (90) days and then destroyed. XVI. SUBPOENAS A. The Staff Assistant is responsible for accepting subpoenas for department personnel during normal business hours. The Records Coordinator will act as the backup when the Staff Assistant is unavailable. Subpoenas will be logged and placed in the subpoena book. B. In accordance with FSS 48.031, subpoenas are not required to be accepted under the following circumstances: 1. 2. 3. The witness is no longer employed by the City of Oviedo; The witness is not scheduled to work prior to the date the witness is required to appear; or The appearance date is less than five (5) days from the date of service. /s/ DHC ____________________________________ DALE COLEMAN CHIEF OF POLICE 04-01-2021 __________________ DATE GO 1-4.0 Records Management OVIEDO POLICE DEPARTMENT GENERAL ORDER SUBJECT: EFFECTIVE DATE: 07-12-2021 APPROVAL: NUMBER: Dale Coleman Chief of Police GO 1-5.0 REFERENCE: Fiscal Operations AMENDS: None RESCINDS: None I. II. PURPOSE PROCEDURES I. PURPOSE The purpose of this order is to provide members with guidelines in the fiscal operations of the department and to give members an understanding of the department’s role in the City’s budgeting and financial processes. In order to maintain fiscal integrity, all fiscal operations within the department shall be conducted in accordance with this general order and the purchasing policies of the City of Oviedo. II. PROCEDURES A. Budget: 1. The City Manager directs a budget schedule to all departments noting when specific budget items are due for processing. 2. The department actively solicits input from members for improvements to the department. Budget requests when submitted, must include: a. b. c. d. A description of the item or service; Justification or reason for the department’s purchase of the item or service; Cost; and Source(s) for purchase of the item or service (a sole source must be noted as such in the request). Oviedo Police Department GO 1-5.0 Fiscal Operations B. Page 2 of 5 3. Upon receipt of notice for the budgetary process from the City Manager, the Chief of Police shall direct a departmental schedule to be made and kept for meeting the City budget calendar. 4. Each Deputy Chief is responsible for coordinating and preparing the budget for their respective division and then submitting any budget request to the Chief of Police. 5. The Chief of Police is then responsible for consolidating the divisions’ budget requests into a department budget and submitting it to the City Manager. 6. The City Manager then presents the City budget to City Council for final approval. 7. City Council must approve the budget in time for implementation on October 1st. 8. Capital expenditures must be funded in the year’s approved budget or through approved grants. Capital expenditures will be administered by the Chief of Police or designee in conjunction with the City Finance, Purchasing, and any other appropriate departments. Purchase Orders: 1. Purchase orders are used for purchases of $5,000.00 or more. 2. Purchase orders are tracked through the City’s Naviline System. 3. Administrative Assistants are responsible for requesting a Purchase Requisition in the City’s Naviline System. 4. The Purchase Requisition is then sent to the respective Division Deputy Chief for approval. The Deputy Chief may send the Purchase Requisition back to the originator for more information when necessary. 5. Upon approval at the Division Deputy Chief level, the Purchase Requisition will then be sent to the Chief of Police for approval. The Chief of Police may send the Purchase Requisition back to the Division Deputy Chief for more information when necessary. GO 1-5.0 Fiscal Operations Oviedo Police Department GO 1-5.0 Fiscal Operations C. Page 3 of 5 6. After approval is received from the Chief of Police, the Purchase Requisition is then sent to the City Finance Department. 7. Once approval is received from the City Finance Department, the originator may print out the purchase order and send to the vendor upon request. 8. Once the invoice from the vendor has been received, the invoice shall be processed referencing the purchase order on the invoice, and then forwarded to the City Finance Department for payment. 9. Three (3) cost quotes are to be attached to the purchase order request. Three (3) written quotes are required for purchase orders from $5,001.00 - $50,000.00. Blanket Purchase Orders: A blanket purchase order is a citywide purchase order issued for the purchase of indeterminable miscellaneous items or materials, supplies, parts, vehicle repairs, etc. over a specific period of time (not more than one (1) fiscal year). The City Purchasing Division will determine which vendors are to be issued blanket purchase orders. D. E. Purchasing/Procurement Card (P-Card): 1. The P-Card shall be utilized for purchases under $5,000.00. 2. The P-Card shall be utilized according to the procedures outlined in the City Purchasing Card Procedure Manual. 3. The Chief of Police approves which members in the department require a P-Card. Emergency Purchases: The Chief of Police or designee is authorized to make after-hour emergency purchases in cases that involve public health, safety, and welfare. When an emergency purchase is necessary, personnel shall follow the procedures as outlined in the City Purchasing Policy. GO 1-5.0 Fiscal Operations Oviedo Police Department GO 1-5.0 Fiscal Operations F. Page 4 of 5 Monthly Status Reports: Account status reports are accessible in the City of Oviedo’s Naviline System. Account status reports are updated by the Finance Department monthly. Account status reports will include the following at a minimum: 1. 2. 3. 4. G. Initial appropriation for each account; Balances at the commencement of the monthly period; Expenditures and encumbrances made during the period; and The unencumbered balance. Audits: The City Finance Department shall schedule an independent audit annually. H. I. Inventory Control: 1. All fixed assets as defined in City Policy, shall have an assigned property control number which is assigned by the Finance Department. 2. The Finance Department shall provide an inventory list of department property, equipment, and other assets that have a property control number to the Chief of Police annually. 3. The Chief of Police or designee shall ensure that the inventory list is distributed to each Division Deputy Chief. The Division Deputy Chiefs shall then be responsible for ensuring checks of the inventory of departmental property are accomplished and maintained in each respective division. Any discrepancies shall be reported to the Chief of Police. 4. All inventory records shall be maintained and destroyed in accordance with applicable records retention laws. Forfeiture Monies 1. Forfeiture monies received from the Drug Enforcement Administration (DEA) and the City/County Investigative Bureau (CCIB) shall be forwarded to the City Finance Department. The Administrative Coordinator to the Chief of Police shall make a copy of all checks and accompanying documentation and retain a spreadsheet for each account. GO 1-5.0 Fiscal Operations Oviedo Police Department GO 1-5.0 Fiscal Operations J. Page 5 of 5 2. DEA and CCIB forfeiture monies shall be maintained in separate accounts. 3. The Finance Department shall be responsible for completing and forwarding all reports required by the Federal Government and the Florida Contraband Forfeiture Act. 4. The Chief of Police, City Manager, and City Council must approve expenditures from these funds. All expenditures must be made in accordance with current Florida State Statutes. Police Explorer Monies The police explorer monies shall be handled in accordance with GO 11-1.0 Oviedo Police Explorer Program. K. Investigative Funds The investigative funds shall be handled in accordance with GO 6-11.0 Investigative Funds. L. Confidential Funds The confidential funds shall be handled in accordance with GO 6-9.0 Confidential Informants. /s/ DHC ____________________________________ DALE COLEMAN CHIEF OF POLICE 04-01-2021 __________________ DATE GO 1-5.0 Fiscal Operations OVIEDO POLICE DEPARTMENT REQUEST FOR POLICE RIDE-ALONG APPLICANT INFORMATION (PLEASE PRINT ALL ANSWERS AND PROVIDE COPY OF DRIVER’S LICENSE OR ID) First, Middle, Last Name: ____________________________________________________________________________ Address/City/State/Zip: _____________________________________________________________________________ Date of Birth: ___________________Gender: ________________________Phone# _____________________________ Driver’s License# _____________________________State issued: ___________Expiration Date: __________________ EMAIL: ___________________________________________________________________________________________ Emergency Contact/Address/Phone/Relationship: ________________________________________________________ __________________________________________________________________________________________________ Please indicate any preferences you may have regarding your ride-along. Indicating preferences does not guarantee a ride-along at the preferred time/day of the week. Preferred Date/Day: ____________Preferred time: __________Preferred Officer (optional): ____________________ Reason(s) you would like to go on a ride-along: __________________________________________________________ Have you ever been on a ride-along with the Oviedo Police Department? YES NO Are you related to an employee with the Oviedo Police Department? YES NO If yes, who? _____________________________________________________________________________________ Do you have any needs that may require special consideration? YES NO If yes, please explain: _____________________________________________________________________________ Parent/Guardian Information (This section to be completed and signed by the legal guardian if the applicant above is under 18 years of age.) First, Middle, Last Name: _____________________________________________________________________________ Address/City/State/Zip: ______________________________________________________________________________ Phone# _________________________________________ Date of Birth: ______________________________________ Guardian’s Signature: _______________________________________________________Date: ____________________ ***LEGAL NOTE - PLEASE READ BEFORE SIGNING*** This form must be completed and returned to the Oviedo Police Department. By signing this form, you are giving the Oviedo Police Department permission to complete a thorough criminal history check on you prior to the ride-along. Completing this form and returning to the Oviedo Police Department does not guarantee the applicant a ride-along. You will be contacted if your application has been approved or denied. During that contact, the time and date of the ride-along will be established. In addition to this form, you may be required to complete additional paperwork at the time of the ride-along. Ride-along applicants will be given a safety briefing at the time of the ride-along. Any questions regarding ride-alongs or the application process should be directed to the Oviedo Police Patrol Administrative Assistant during regular business hours at 407-971-5727 APPLICANT’S SIGNATURE: __________________________________________________DATE: ____________________ Community Policing Deputy Chief approval: ____________________________________________________ Date: ____________________ Background check: _____________Date: ______________ (Crime Analyst Initials) OVIEDO CITY POLICE DEPARTMENT RIDE-ALONG WAIVER ***PLEASE READ AND INITIAL THE FOLLOWING STATEMENTS. AFTER READING, SIGN THE WAIVER OF LIABILITY. EVERY PERSON GOING ON A RIDE-ALONG MUST SIGN THE WAIVER. *** _____ I have voluntarily requested to ride as a passenger and observer in an Oviedo Police Department vehicle that will be operated by official Law Enforcement personnel while performing official duties as a peace officer. ______ I understand that the activities of the officer I am assigned to ride with may be dangerous, involving possible risk of personal injury and damage or loss of property. ______ I understand that I am to obey the commands of the officer at all times during the ride-along. I will not take any action that will inhibit the actions of the officer I am assigned to or that will jeopardize the officer’s and/or my safety. ______ I understand that the equipment assigned to an officer and the vehicle in which I will be riding is for the purpose of aiding the officer in performing official duties only and I will not touch, utilize, or adjust any of the equipment in the vehicle or on the officer. ______ I agree that I will not take any photographs of any crime scenes or evidence found while with the officer, nor will I create anything on any personal recording device (such as a smartphone or digital camera) that could be considered a record which would need to be included in any officer’s report. _____ I agree that I will not post anything regarding my ride-along experience to any social media websites of any kind without prior approval from the officer. ______ I agree that I will not take any photographs of the officer without his or her prior approval. ______ I understand that failure to abide by the above requirements will result in immediate termination of the ride-along and can prohibit me from being considered for any future ride-alongs. WAIVER OF LIABILITY Release of Claims against the Oviedo Police Department For and in consideration of my being allowed to ride as a passenger and observer in an Oviedo Police Department vehicle for personal benefit, I do hereby release the City of Oviedo, the Oviedo Police Department, its officials, employees, agents, and assigns, individually from any and all civil liability including, but not limited to actions in tort, contracts and civil rights. I do further grant a general release for myself, my heirs and executors and waive, remise, and forever release the City of Oviedo and the Oviedo Police Department, its officials, employees, agents, and assigns from all claims which can or may ever be asserted as a result of injuries or damages, mental or physical, sustained by me while with the Oviedo Police Department or its officers, whether inside or outside the vehicle. I understand the terms of this waiver are contractual, legally binding, and are not mere recital. The officer I have been assigned to ride with has given me a safety briefing and has given me an opportunity to ask questions that may clarify any re