61635956.pdf

\n\n--- Page 1 ---\n\nFORT MYERS POLICE DEPARTMENT GENERAL ORDER 4.1 TITLE: Control and Inventory of Departmental Property INDEXING: Agency Owned Property, Control, Inventory ISSUED: 09/01/95 REVISED: 03/18/2024 RESCINDS: 01/18/2019 C.A.L.E.A. STANDARDS: 17 PAGES: 4 CONTENTS This general order contains the following sections: I. Definitions III. Inventory II. Procedures/Responsibilities IV. Replacement of Property PURPOSE The purpose of this policy is to establish procedures for the ordering, distribution, disposition, and accounting of property in the possession of the department. Established procedures shall also dictate for the maintenance and security of departmental equipment. (CALEA 17.5.1) SCOPE These procedures shall apply to all Fort Myers Police Department personnel. SECTION I: DEFINITIONS The following listed items and their meanings define what is required in the use of inventory control: A. Asset Number: The number assigned by the City of Fort Myers Financial Services Department and permanently affixed to capital equipment for identification and inventory purposes. B. Capital Equipment: Non-consumable property with a value of $500.00 or more and a life expectancy of more than one year. 1. It is neither permanently fixed in place nor an integral part of a structure, facility, or another piece of equipment. C. Operational Equipment: Is defined as such equipment used in an officer's normal tour of duty in order to properly perform his or her job. Operational equipment shall be categorized as flashlights, uniforms, body armor, expandable batons, fire extinguishers, first aid kits, etc. Such equipment shall be delivered to the Supply and Logistics Specialist for storage. D. Operational Readiness: Includes care and cleaning, preventative maintenance, repair, workability, and responsiveness. E. Supply and Logistics Specialist: A Fort Myers Police Department employee of civilian status, who is assigned/authorized to issue equipment to personnel, maintain records regarding such issuance, and conduct annual property inventories. G.O. 4.1 Control and Inventory of Departmental Property 1 of 4 03/18/2024\n\n--- Page 2 ---\n\nF. Non-Capital Equipment: Property with an acquisition cost or value less than $500.00 that otherwise meets the capital equipment criteria; e.g., staplers, chairs, tape dispensers, dictionaries, manuals, typing tables, cameras, and calculators. G. Non-Consumable Equipment: Capital or non-capital equipment that is reusable. H. Physical Inventory: The process of locating departmental equipment and ensuring that property records are complete and accurate. I. Surplus Property: Equipment that is obsolete, uneconomical or inefficient or which serves no useful function. SECTION II: PROCEDURES/RESPONSIBILITIES (CALEA 17.5.1) A. The Police Department follows inventory and control procedures for agency owned property as established by the City of Fort Myers “FIXED ASSET PROCEDURES” and the “PURCHASING PROCEDURES MANUAL”. 1. The City of Fort Myers Financial Services Department maintains a list of all equipment in the Police Department valued in excess of $5000.00 and conducts a fiscal year capital asset inventory annually. B. The Supply and Logistics Specialist, within the Support Services Division shall be responsible and accountable for the distribution of all operational equipment to authorized personnel. The Supply and Logistics Specialist shall: (CALEA17.5.1) 1. Keep an accurate accounting record of equipment issued to all personnel. 2. Maintain the vehicle fleet in coordination with the Fleet Manager. 3. Ensure an adequate supply of equipment is on hand. 4. Assist Financial Services in their physical inventory of all capital assets each fiscal year. C. All operational equipment shall be checked out to personnel assigned to members of the agency by the Supply and Logistics Specialist, or when unavailable, the on-duty Shift Commander. Specialized investigative equipment, maintained by the Detective or Special Enforcement Divisions, shall be checked out to respective personnel by the appropriate Section Commander or designee. In both cases the proper sign out paperwork shall be completed for every item issued. (CALEA 17.5.1) 1. All equipment will be tracked by the computer. 2. Upon return of items, the Supply and Logistics Specialist, Shift Commander, or designee, shall ensure the equipment is in working condition and returned to inventory. 3. All Operations equipment shall be stored in a secure facility with limited access to the Supply and Logistics Specialist, Command Staff and Shift Commanders. D. All employees shall be responsible for department property issued or used by them and shall ensure that this property is used only for the purpose and in the manner for which it was intended. 1. Use and Care: Precautionary efforts shall be made to prevent property loss or damage due to improper use or negligence. G.O. 4.1 Control and Inventory of Departmental Property 2 of 4 03/18/2024\n\n--- Page 3 ---\n\n2. Equipment shall be secured when unattended and not left in pool vehicles, public or meeting areas. E. Operational equipment shall be stored in the equipment vault and maintained by the designated Supply and Logistics Specialist. Firearms and Taser’s shall be the exception and shall be maintained in the armory. The designated S.W.A.T. Commander shall be responsible for specialized S.W.A.T. firearms and equipment, which shall be secured in the S.W.A.T. vault when not issued to a specific team member. The designated Armorer shall be responsible for all departmental firearms and Taser’s stored within the armory. (CALEA 17.5.1) F. Each Bureau Commander is responsible for the stored equipment assigned to that Bureau. In addition there are inspections of vehicles, the building and communications to ensure that all equipment has necessary preventive maintenance, and that the equipment is in a state of "Operational Readiness.” Any equipment that is not operating or functioning properly is reported and appropriate repairs are made through in-house maintenance, or through outside vendors. (CALEA 17.5.2) G. The Support Services Division Commander or designee shall inspect, on a quarterly basis, all stored equipment within the equipment vault and any other general storage areas to ensure that it is maintained in a state of operational readiness. (CALEA 17.5.2) H. The designated Commanders of the following components will conduct a quarterly inspection on all stored firearms and specialized equipment under their control. (CALEA 17.5.2) 1. Traffic (Speed measurement equipment, THI equipment, etc.) 2. S.W.A.T. (S.W.A.T. Vault, weapons & equipment) 3. Armor (Firearms Armory) 4. Hurricane Incident Commander (Hurricane Pod) SECTION III: INVENTORY (CALEA 17.5.1) A. On an annual basis, the City of Fort Myers Financial Services Department will provide the police department with a computer-generated report listing all department owned capital items. 1. The Bureau responsible for the property will physically ascertain the location of each item on the list for their Bureau; note the condition of the item, and upon completion return the inventory list to the Program/Fiscal Manager. 2. The Program/Fiscal Manager shall determine if there is any surplus property, unserviceable property needing replacement or missing property. a. Surplus property and replaced property shall be sent to the City auction on a yearly basis b. Missing property will be noted and the Bureau having control over said item will be required to complete a report detailing the facts surrounding the missing item. SECTION IV: REPLACEMENT OF PROPERTY A. Personnel whose equipment is lost or becomes damaged or unserviceable shall prepare a memorandum detailing the loss or damage to their immediate supervisor. 1. The supervisor shall investigate the facts surrounding the loss or damage and note said findings on the memorandum. G.O. 4.1 Control and Inventory of Departmental Property 3 of 4 03/18/202