Department Assets and Equipment.pdf

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 84.200 DEPARTMENT ASSETS AND EQUIPMENT Revised: November 21, 2023 I. PURPOSE: The purpose of this departmental standards directive is to create a uniform method of obtaining, requisitioning, issuing, and managing Department pr...

BOCA RATON POLICE SERVICES DEPARTMENT Departmental Standards Directive 84.200 DEPARTMENT ASSETS AND EQUIPMENT Revised: November 21, 2023 I. PURPOSE: The purpose of this departmental standards directive is to create a uniform method of obtaining, requisitioning, issuing, and managing Department property. It is essential to provide an accurate accounting of inventory and expenditures. II. POLICY: It is the policy of the Boca Raton Police Services Department to account for all property that is acquired and maintained by the Department. III. DEFINITIONS: Property: Used in this context, property that is owned, used, or issued by the Department. IV. PROCEDURE: A. PROPERTY MANAGEMENT: 1. DEPARTMENT-OWNED PROPERTY: a. The city manager or his/her designee shall have general supervision of all tangible property, whether housed or in use, belonging to the City of Boca Raton. The Department shall maintain a well-structured system for managing Department property. 2. RESPONSIBILITIES: a. The financial manager is responsible for procurement and receipt of all requested items and for arranging payment for the requisitioned items according to City policies. b. The police administrative technician is responsible for managing, distributing, storing, and inventorying uniforms and/or duty-related equipment to individual employees. c. Individual employees are responsible for inspecting and receiving those items requisitioned for his/her use. Effective: February 22, 2011 Revised: November 21, 2023 Department Assets and Equipment Directive No. 84.200 Page 1 of 8 d. Division commanders or his/her designees are responsible for approving requests for the purchase of property submitted by employees under his/her respective commands. 3. PROCUREMENT OF EXPENDABLE ITEMS: a. Expendable items are kept in supply closets within respective work areas. Employees in need of expendable items, such as pencils and flashlight batteries that will be used for Department purposes, shall request the items from his/her supervisor. b. Bureau commanders shall monitor the use of expendable items to assure it is not excessive. 4. ROUTINE PURCHASES: a. Employees in need of a major item shall submit a request to purchase the items to the division commander or his/her designee, through the chain of command. b. The request shall contain a complete description of the item, the supplier's name and address, if known, the price of the item, if known, and the purpose for which the item will be used. 5. EMERGENCY PURCHASES: a. A designated administrative employee assigned to the Support Services Bureau maintains a petty cash fund for the purchase of emergency items. i. The sales tax will not be paid. A tax number is on file and is available by request. ii. The fund shall not be used to circumvent the procedure for routine purchases. iii. An employee in need of an item on an emergency basis shall obtain the required approval from his/her supervisor before purchasing the item. a) When purchasing the item, the employee shall obtain a sales receipt and petty cash disbursement slip that must be signed by a bureau commander or employee higher in the chain of command. b) The sales receipt must reflect the identity and description of the purchased items and the cost. c) Effective: February 22, 2011 Revised: November 21, 2023 Petty cash purchases will not exceed fifty dollars ($50). Department Assets and Equipment Directive No. 84.200 Page 2 of 8 d) On presentation of the sales receipt to the designated administrative employee, the purchaser will be reimbursed in cash for the purchase. iv. After normal working hours, shift commanders will have the authority to approve emergency purchases of non-stocked items valued at less than fifty dollars ($50). B. ISSUANCE AND RETURN: 1. DISTRIBUTION, ISSUANCE, AND ACCOUNTABILITY FOR DEPARTMENT-OWNED PROPERTY: a. Any supervisor within the Department having Department-owned property distributed to him/her may issue the property to his/her employees under the following circumstances: 5.04 i. Employees will normally have access to expendable items, e.g., office supplies, via the unit secretary. ii. In the case of other property/equipment, e.g., radios, specialized equipment, etc., the supervisor issuing the property shall make written documentation of its issuance describing the property, noting the date issued, and indicating the person to whom it was issued. iii. The designated inventory and asset management system shall be used to issue and manage specific property as directed by the Support Services Bureau commander. b. The individual responsible for issuing property will be responsible for the proper issuance thereof and if applicable notification to the police administrative technician. c. The police administrative technician will be accountable for the issuance and distribution of Department-owned duty-related property including equipment, personal wear items, and report forms to include, but not be limited to: 5.04 Effective: February 22, 2011 Revised: November 21, 2023 i. Light Jacket ii. Heavy Jacket iii. Reflective Vest iv. Baseball Cap v. Tie vi. Tie clip/pin Department Assets and Equipment Directive No. 84.200 Page 3 of 8 vii. B.R.P.D. collar brass viii. Badge ix. Class A Hat Badge x. Class A Uniform (1 set) xi. Raincoat xii. Rain pants xiii. Citation Holder xiv. Whistle xv. Thumbprint Pad xvi. Handcuffs xvii. Lock/Locker xviii. CPR Mask xix. Flashlight xx. Keys (Building/Sally Port) xxi. Ballistic Vest xxii. Outer Vest Carrier xxiii. Outer Belt xxiv. Under Belt xxv. Pistol Holster xxvi. Taser Holster xxvii. Cartridge Holster xxviii. Handcuff Case Effective: February 22, 2011 Revised: November 21, 2023 xxix. Mag Pouch xxx. OC Pouch xxxi. Radio Holder Department Assets and Equipment Directive No. 84.200 Page 4 of 8 xxxii. Baton Holder xxxiii. First Aid Kit xxxiv. Sharps Container xxxv. Fire Extinguisher d. The Training Unit sergeant will be accountable for the issuance and distribution of all munitions and weapons to include, but not be limited to: 5.04 i. Rifle ii. Suppressor iii. Pistol iv. Less Lethal Launcher v. Ballistic Shield vi. Baton vii. OC Spray viii. Taser ix. Taser Cartridges x. Hobble xi. PPE Boots xii. PPE Tyvek Suit xiii. Helmet xiv. Air Purifying Respirator xv. APR Filters xvi. PPE Carry Bag e. The Training Unit sergeant will ensure that weapons issued to LEOs will be entered into the designated inventory and asset management system. f. The public safety dispatch radio technician will be accountable for the issuance and distribution of all telecommunication and radio equipment. 5.04 Effective: February 22, 2011 Revised: November 21, 2023 Department Assets and Equipment Directive No. 84.200 Page 5 of 8 g. The administrative assistant in the Professional Standards Bureau shall be responsible for issuance of wallet ID cards for all employees. h. Information Technology (IT) employees will issue and distribute all body worn cameras, fingerprint scanners, computers and computer/technical equipment and ensure entry into the designated inventory and asset management system. i. Designated supervisors shall be responsible for maintaining and issuing spare Department vehicles. j. All issued equipment shall be recorded in the designated inventory and asset management system. Items with serial numbers shall be recorded with the serial number. k. The City of Boca Raton Finance Department maintains a record of Capital Outlay property, valued over $5,000, issued to any City department. l. The purchasing agent for the City of Boca Raton shall have general supervision of all inventories of tangible property belonging to the City. m. Each division commander shall maintain inventory control of expendable supplies. i. Supplies shall be issued for official use only. ii. Inventory quantities on hand shall be reviewed periodically and reordered as needed. n. See Departmental Standards Directive 17.100 Fiscal Management for more information regarding property control. o. Stored Department property is maintained in a state of operational readiness by the person or unit to whom the property is assigned. 2. RETURN OF UNIFORMS AND EQUIPMENT: a. Employees terminating employment with the Department shall turn in all issued uniforms and equipment to the police administrative technician. b. Firearms and other weapons shall be turned in to the Training Unit. c. The police administrative technician shall make appropriate returns in the designated inventory and asset management system and contact the PSB administrative assistant, Training Unit sergeant, public safety dispatch radio technician, and IT employees to schedule pick-up. Effective: February 22, 2011 Revised: November 21, 2023 Department Assets and Equipment Directive No. 84.200 Page 6 of 8 3. REPLACEMENT OF ISSUED EQUIPMENT: a. The police administrative technician, Training Unit sergeant, public safety dispatch radio technician, PSB administrative assistant, or IT employees will replace any issued equipment that becomes unfit for service. i. Employees shall make a request within the designated electronic form to have the unfit equipment exchanged. ii. The employee shall return the unfit equipment at the time of exchange to the person issuing the replacement equipment. iii. The exchange shall take place during hours established by the Department member responsible for issuing the equipment. iv. Should an emergency arise, and an immediate replacement is needed at a time other than the established hours, the employee shall contact a supervisor who will arrange for a replacement. b. Employees shall bring any equipment defects to the attention of the person in charge of the equipment and/or his/her supervisor. c. The police administrative technician, Training Unit sergeant, public safety dispatch radio technician, PSB administrative assistant, or IT employees shall note any changes of equipment or equipment serial numbers in the designated inventory and asset management system. C. LOCKERS: 1. The Department provides lockers and locks for limited storage of health and comfort items including personal hygiene, work items, clothing, and foul weather gear. 2. rules: All employees using the lockers and locker rooms will adhere to the following a. Employees will secure his/her locker with only the lock supplied by the Department. b. Employees will maintain the locker and locker rooms in an orderly and clean manner. c. Only authorized weapons and issued chemical agents are permitted to be stored in the locker; no other hazardous or combustible materials will be stored in lockers. d. Effective: February 22, 2011 Revised: November 21, 2023 Employees will not store evidence in the locker under any circumstances. Department Assets and Equipment Directive No. 84.200 Page 7 of 8 3. Lockers are subject to search as defined in City employee rules and regulations and Departmental Standards Directive 26.100 Employee Conduct and Departmental Standards Directive 53.100 Inspections. Effective: February 22, 2011 Revised: November 21, 2023 Department Assets and Equipment Directive No. 84.200 Page 8 of 8