Boca Raton Police Services Department Extra-Duty Details PDF

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 22.01 EXTRA-DUTY DETAILS Revised: November 15, 2023 II. PURPOSE: The purpose of this standard operating procedure is to provide guidance for employees on the provisions for eligibility, participation, approval, responsibilities of...

BOCA RATON POLICE SERVICES DEPARTMENT Standard Operating Procedure 22.01 EXTRA-DUTY DETAILS Revised: November 15, 2023 II. PURPOSE: The purpose of this standard operating procedure is to provide guidance for employees on the provisions for eligibility, participation, approval, responsibilities of employees, and regulations for conduct relating to extra-duty details. III. DEFINITIONS: Company: The business entity selected by the City to administer the Department’s extra-duty detail program. Customer: A business or an individual who requests an extra-duty detail at a specific time and location for a fee from the Company administering the extra-duty detail program. Extra-Duty Details: Any approved detail contracted through the Company by a Customer and paid at the established Customer fee with or without uniform, where a law enforcement officer (LEO) or community service officer (CSO) performs a specific task related to security or traffic control for private entities. City Overtime Details: Overtime details for LEOs and CSOs approved by the Department. Extra-Duty Detail Coordinator: An employee of the Department, who manages the extra-duty details and City overtime details assures that employees comply with this standard operating procedure (SOP) and acts as a liaison with the Company as they administer the extra-duty detail program and communicates issues to the Labor Management Committee. Extra-Duty Detail Software: A software application which is used by the Company and specifically designed to distribute, monitor, and track extra-duty details and City overtime details selected by employees. IV. PROCEDURE: A. GENERAL PROVISIONS: 1. Law enforcement officers (LEOs) and community service officers (CSOs) shall be permitted to work a combined maximum of seventy (70) hours of extra-duty details and City overtime details within a pay period except while on annual leave. 2.11. Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 1 of 8 2. LEOs and CSOs shall not work more than eighteen (18) hours in any 24-hour period, which shall include his/her normal shift, any dual employment, extra-duty details and City overtime details. If an LEO or CSO must work more than eighteen (18) hours due to exigent circumstances, he/she must first receive approval from an on duty supervisor. LEOs or CSOs are exempt from this restriction only if they are engaged in ongoing police functions or investigations that require additional time to be worked for the Department but must receive approval from a supervisor prior to exceeding the eighteen (18) hour limit. 3. Employees shall not work more than eighteen (18) hours of extra-duty details or City overtime details on the days he/she does not perform his/her regular work for the City (his/her days off). 4. The Company will pay employees on opposite weeks of the pay period schedule used by the City of Boca Raton. 5. The time worked on an extra-duty detail for a Customer shall not be considered “hours worked” for purposes of employees accruing annual leave, sick leave, disability leave, holidays, or for the computation of work weeks or overtime. 6. An employee must have received at least a meets standards rating on his/her last Department performance evaluation to be eligible for extra-duty details. 2.11 7. No probationary employees shall engage in extra-duty details for the duration of his/her initial field-training period. 2.11 8. No employee shall be permitted to work extra-duty details or City overtime details while on sick leave, on light duty status, on administrative leave or while in suspended status. Additionally, employees shall not be permitted to work extra-duty details or City overtime details if they called out sick in the sixteen (16) hours prior to the beginning of an extra-duty detail or City overtime detail. 2.11 9. Extra-duty details shall not interfere with “hours worked” (i.e., regularly scheduled work hours). 10. Employees who violate the extra-duty details SOP shall be brought before the Labor Management Committee and/or appropriate employees’ supervisor for disciplinary action. The Labor Management Committee shall review the violation(s) and recommend what action is to be taken. 11. Employees shall be subject to investigation and possible disciplinary action for any infraction that is a violation of any Department policy. 12. While engaged in extra-duty details, employees shall be expected to observe the same rules of conduct to which he/she would normally be subject to during his/her regular police duties, including the wearing of the proper uniform (if a uniform is required by the extra-duty detail Customer). If the uniform is not required, court attire shall be required, unless otherwise specified. 2.11 Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 2 of 8 13. While working extra-duty details, LEOs shall take the same police action, as defined in Departmental Standards Directive 01.105 Law Enforcement Authority, as they would normally take when working regular duty. 2.11 14. Employees shall not directly or indirectly solicit extra-duty details for themselves or other employees. 2.11 15. Employees shall not work any extra-duty detail that has not been posted or announced through the Company on its extra-duty detail software program. 2.11 16. Any request to add a detail or employee to a posted extra-duty detail or City overtime detail shall only be authorized by either the Company or extra-duty detail coordinator or his/her designee, as determined by the Department. 2.11 17. Employees shall not provide police or security services either on or off-duty for any fee other than those specified by the Department for extra-duty details. 2.11 18. CSOs can work only those extra-duty details and City overtime details that are principally involved with traffic control and only after LEOs have been given the opportunity to work such details. If the extra-duty detail or City overtime detail has not been filled by an LEO within 48 hours of the detail posting, a CSO may sign up for that detail. Once a CSO has properly signed up for detail, an LEO may not displace the CSO unless by mutual agreement. 19. An employee may not sign up for an extra-duty detail when scheduled to work his/her shift without a pre-approved leave request. 20. An employee’s supervisor shall make sure that he/she is adhering to the provisions set forth in this SOP. B. EXTRA-DUTY COORDINATOR RESPONSIBILITIES: 1. The extra-duty detail coordinator shall: a. Act as the liaison between the Company and the Department. b. Oversee the extra-duty detail and City overtime detail sign up process. c. Notify the Special Services Bureau commander or his/her designee and/or the Labor Management Committee when there is a complaint regarding an employee working an extra-duty detail or a violation of this SOP. C. ON-DUTY WATCH COMMANDER/SUPERVISOR RESPONSIBILITIES: 1. The on-duty watch commander or his/her designee shall: a. Supervise employees who are engaged in extra-duty details and City overtime details. Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 3 of 8 b. If the watch commander receives a request to cancel an extra-duty detail, he/she will refer the Customer to the Company, or the watch commander will contact the Company himself/herself to notify the Company of the cancellation. D. EXTRA-DUTY DETAIL AND CITY OVERTIME DETAIL APPROVAL: 2.11 1. Extra-duty detail requests and City overtime details will be approved by the chief of police or his/her designee. At the discretion of the chief of police or his/her designee, an extra-duty detail or City overtime detail may be cancelled at any time. 2. All extra-duty detail requests shall be from citizens or businesses located within the City limits and shall be made through the Company. 3. All requests for City overtime details involving City sponsored special events must be approved by the chief of police or his/her designee. 4. Under no circumstances will the following extra-duty details be approved: a. The employment would tend to reflect discredit or criticism on the employee, the Department, or the city, or would materially detract from the efficiency of employees in the performance of his/her regular duties. b. The employment requires affiliation, membership, or allegiance that would tend to interfere with the ability of employees to discharge his/her duties properly and efficiently. 5. In the event the extra-duty detail coordinator believes an approved extra-duty detail no longer meets the standards for continued service with the Department, he/she shall notify the chief of police or his/her designee. If determined that such extra-duty details do not meet the standards for continued service, the extra-duty detail coordinator shall notify the Company. E. REQUIREMENT FOR SUPERVISORS AT DETAILS: 1. One (1) supervisor will be required when an extra-duty detail requires five (5) or more employees. 2. Two (2) supervisors will be required when an extra-duty detail requires more than ten (10) employees. F. EXTRA-DUTY DETAIL AND CITY OVERTIME DETAIL PROCESS: 1. Employees may choose whether they participate in the extra-duty detail program for Customers, but City overtime details may be mandatory. Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 4 of 8 2. Extra-duty details shall be posted the previous month prior to the detail(s) signups utilizing the software program designated by the Company. City overtime details may be posted at the same time but may be posted at any time by the Department. 3. To access available extra-duty details and City overtime details, employees will follow the designated instructions from the Company. 4. Extra-duty detail and City overtime detail sign-ups shall begin on the 10th day of the preceding month and run for a period of two (2) days. A second round of sign-ups will be administered on the 12th day of the month to run for another two (2) days. The monthly selection cycle is considered the two rounds. LEOs will sign up in order of seniority. 5. CSO extra-duty detail and City overtime detail sign-ups for traffic control assignments shall begin on the 15th day of the preceding month and run for a period of one (1) day. 6. The number of extra-duty details (including holiday/special event details) and/or City overtime details to be selected by employees during the monthly selection cycle, will be determined by the extra-duty detail coordinator with the approval of the chief of police or his/her designee. 7. Once the monthly selection cycle for LEOs has ended, an open selection period shall commence on the 14th of the month at a predetermined hour that will be announced prior to the monthly selection cycle. 8. Specific extra-duty details (i.e., boats, motorcycles, etc.) may be requested by the Customer and only those employees with the proper certification or skills will be able to work them. 9. After the initial CSO extra-duty detail and City overtime detail sign-ups on the 15th of each month, CSOs may select traffic control extra-duty details and City overtime details after the details have been posted and available to LEOs for 48 hours. 10. Details that become available outside of the monthly selection cycle shall be announced to the employees by the Company. The Company will advise when those details are available, which will be on a first come, first awarded basis using the detail selection software. 11. Extra-duty details and City overtime details previously selected, then cancelled (and re-posted to the detail software) will be immediately available for selection by qualified employees. 12. LEOs and CSOs are allowed to post for reassignment up to four (4) extra-duty detail and City overtime details per month. 13. Extra-duty details can be split with another employee for no less than one (1) hour increments and the three (3) hour minimum will not apply. City overtime details can only be split with the approval of the extra-duty detail coordinator and the three (3) hour minimum will not apply. Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 5 of 8 G. EMPLOYEE RESPONSIBILITIES: 1. When an LEO or CSO selects an extra-duty detail or City overtime detail, he/she is responsible to work the detail. 2. When the LEO or CSO cannot work the extra-duty detail or City overtime detail they have signed up for, he/she will be responsible to cancel the detail, place the detail back into the eligibility pool in accordance with the Company’s procedure. 3. Extra-duty details or City overtime details that are posted for reassignment by an LEO or CSO remain the responsibility of such LEO or CSO until it is assumed by another LEO or CSO. 4. Prior to or at the start of an extra-duty detail, it is the responsibility of the LEO or CSO to check in with the contact person designated by the Customer for any special instructions, position assignments, or requirements of the extra-duty detail. When multiple employees are working the detail, it is the responsibility of the senior employee or the supervisor working the detail to check in with the Customer. 5. LEOs or CSOs shall notify the on-duty watch commander and the Company in advance if unable to attend a detail. As stated above, the LEO or CSO will also be responsible to place the extra-duty detail or City overtime detail back into the eligibility pool. 6. There may be different criterion for each extra-duty detail and the LEO or CSO shall comply with requests and requirements of the Customer, provided the requests or requirements do not violate any laws, rules, regulations, policies, or procedures. If an LEO or CSO is unsure whether the request violates a law, rules, regulation, policy, or procedure, he/she should immediately contact the on-duty watch commander for guidance. 7. LEOs or CSOs working extra-duty details or City overtime details will complete all electronic and/or written reports applicable to the assignment. Reports and/or paperwork will be completed and turned in no later than 24 hours after the extra-duty detail has concluded. 8. LEOs or CSOs will document his/her attendance at the extra-duty detail as prescribed by the Company. H. COMPENSATION: 1. A minimum of three hours will be charged to any extra-duty detail Customer. 2. Extra-duty details shall be compensated at an approved fixed rate. 3. Extra-duty detail compensation shall be paid to the employee by the Company. Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 6 of 8 4. Any changes to the fees deemed necessary in the future shall be submitted to the Labor/Management Committee for recommendations prior to being submitted to the chief of police or his/her designee for final approval. 5. When certain circumstances require an employee to leave an extra-duty detail prior to its expected conclusion time, the following procedures are to be observed: 2.11 a. The LEO or CSO working the extra-duty detail shall request permission from the contact person designated by the Customer to leave the site. 2.11 b. 2.11 A rationale for the absence and the length of absence shall be agreed on. c. If the Customer does not have a person in authority available at the detail, the LEO or CSO shall request permission to leave the site from the Department on-duty watch commander. 2.11 6. If circumstances arise which require an LEO or CSO who is working an extra-duty detail to go to an on-duty status, a good faith attempt shall be made by the employee to notify the Customer of his/her change in status. 2.11 a. If notification of the Customer cannot be accomplished by the time the LEO or CSO is required to leave the detail, he/she shall return to the detail as soon as practical or request that notification be made to the Customer that the employee was required to stop working the extra-duty detail. b. Under all circumstances, the employee shall advise Communications on the main dispatch channel of all changes in his/her status and/or location. Status change information shall be recorded in CAD for safety and accountability purposes. c. When the employee is required to leave the extra-duty detail and return to on-duty status, the employee shall be eligible for overtime. d. At no time shall an employee receive pay from the City and the Company for the same time. 7. A call for service must be initiated on all incidents that occur while on extra-duty details. 2.11 8. LEOs working extra-duty details at establishments primarily engaged in sale or consumption of liquor are confined to outside areas and are not to enter the premises except when called in response to an emergency and shall be subject to the following rules: 2.11 a. When an LEO is made aware of the need for an LEO inside the premises for a non-emergency situation, the LEO is to contact Communications to have an on-duty LEO respond and handle the call. 2.11 Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 7 of 8 b. If an emergency exists requiring the LEO to enter the premises, the LEO shall advise Communications prior to entering and request that a call for service be initiated at that time. 2.11 c. The LEO should await the arrival of a back-up unit, if practical, before entering the premises. 2.11 9. Employees have a legal obligation to report all income earned for extra-duty details. 2.11 10. Employees will receive a 1099 form from the Company. 11. Employees who work extra-duty details are solely responsible for payment of all taxes. I. DEPARTMENT VEHICLE USAGE: 1. Employees with a take-home Department vehicle may operate the vehicle to and from extra-duty details and may use the vehicle as part of the extra-duty detail. 2. Employees using any Department vehicle on an extra-duty detail shall advise Communications of the vehicle number in use and the duration of the use of the vehicle. Effective: November 29, 2018 Revised: November 15, 2023 Extra-Duty Details SOP No. 22.01 Page 8 of 8