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7.4 PROPERTY & SUPPLY Page 1 of 6 EDGEWOOD POLICE DEPARTMENT GENERAL ORDER # 7.4 PROPERTY & SUPPLY FUNCTION Revised Date: November 1, 2018 The purpose of this order is to codify certain procedures pertaining to the accountability, disbursement and control of agency property. This order consists of the following numbered sections: I. Scope II. Definitions III. General IV. Inventory Control System V. Employee Responsibility for Issued Equipment VI. Armorer Responsibility and Armory I. SCOPE This directive provides direction for employees with regard to agency equipment. II. DEFINITIONS A. Property - items that are owned, leased or used by the agency and its employees. B. Capital Items - all items with an original purchase cost in exces s of five hundred dolla rs ($500 ). C. Controlled Items - non-expendable items that cost less than ca pital items but those items which the agency desires to track through inventory control. D. Expendable Items - items that are disposable in nature and may be commonly called supplies. E. Inspections - the process by which the agency equipment is systematically evaluated. F. Inventory - an accounting or cataloging of agency property in a ccordance with state law and agency directives of the quantity of goods or materials on hand. G. Armory - location for storage of all ammunition, we apons, tasers and any other material that is dangerous or explosive in nature. H. Audit - the examination of records and activities to ensure compliance with established control s, policies, and operational procedure . III. GENERAL 7.4 PROPERTY & SUPPLY Page 2 of 6 A. The Chief of Police has ultimate authority over the custody and destruction of all agency property and supplies. This responsibility is discharged through the chain of command and other designated personnel. B. The Chief of Police shall designate an agency employee as the agency Property Custodian. 1. The Property Custodian shall be responsible for the following: a. Issue of personal equipment to employees b. Annual inventory of all agency capital items c. Evaluation of turned in property to determine re -issue value d. Disposal of agency property C. Areas used for the storage of agency owned supplies are restricted to authorized personnel only. D. Testing and evalua tion of equipment 1. The acquisition of equipment for testing and evaluation shall be approved by the Chief of Police, or his designee. 2. The testing period shall be determined by the type of equipment and the equipment’s intended use. 3. No testing period shall exceed one year. 4. Personnel testing equipment shall complete a report of each item’s performance and provide a recommendation to the Chief of Police. E. An unannounced annual inspection of property storage areas shall be c onducted as directed by the Chief of Police. IV. INVENTORY CONTROL SYSTEM A. The agency shall have an inventory control system for equipment and property items issued to employees. The system shall be as follows: 1. Each employee shall receive a n initial issue of equipment consisting of all the equipment and other material needed by the employee to execute his/her job assignment. a. The agency Property Custodian shall issue the equipment b. Needed equipment not in stock at the agenc y shall be purchased from the appropriate vendor c. The agency Property Custodian shall inform the Police Clerk of the items needing to be ordered d. The Police Clerk shall be responsible for ordering the necessary equipment e. The equipment issued shall be documented on the Equipment Checklist Form which the employee shall sign. f. Equipment Checklist Forms shall be placed on file in the employee’s personnel file located in the office of the Chief of Police b y the Property Custodian. 2. The procedure for the issuance of replacement items shall be as follows: a. The employee shall make a request through his/her supervisor b. The supervisor shall inspect the item/s intended for replacement. 7.4 PROPERTY & SUPPLY Page 3 of 6 c. If replacement is necessary the supervisor shall notify the agency Property Custodian d. The agency Property Custodian shall, upon learning of the need for the replacement item, determine if the item is in stock at the agency. e. If the n eeded item is in stock the Property Custodian shall issue the new item upon receipt of the unserviceable item e. Needed equipment not in stock at the agency shall be purchased from the appropriate vendor f. The agency Property Custodian sha ll inform the Police Clerk of the items needing to be ordered g. The Police Clerk shall be responsible for ordering the necessary equipment 3. Employees who have resigned their position with the agency shall turn in all agency issued e quipment a. The equipment shall be turned in to the agency Property Custodian b. The agency Property Custodian shall note the return of the agency property on the employee’s Equipment Checklist Form c. Employees shall turn in any proper ty issued to them by any other law enforcement agency B. The agency inventory control system for capital and controlled items shall be as follows: 1. All capital items shall be marked with an agency label. 2. A yearly inventory of all capital items shall be conducted by the Chief of Police or his/her designee . a. Upon completion of the annual inventory the agency Property Custodian shall prepare a written report detailing the status of all agency capital items b. The writte n report shall be directed to the Chief of Police c. Upon receipt of