Policy Text
Policy
700Fremont Police Department
Department Owned and Personal Property
700.1 PURPOSE AND SCOPE
Department employees are expected to properly care for department property assigned or
entrusted to them. Employees may also suffer occasional loss or damage to personal or
department property while performing their assigned duty. Certain procedures are required
depending on the loss and ownership of the item.
700.2 CARE OF DEPARTMENTAL PROPERTY
Employees shall be responsible for the safekeeping, serviceable condition, proper care, use and
replacement of department property assigned or entrusted to them. An employee's intentional or
negligent abuse or misuse of department property may lead to discipline including, but not limited
to the cost of repair or replacement.
(a)Employees shall promptly report through their chain of command, any loss, damage to,
or unserviceable condition of any department issued property or equipment assigned
for their use.
(b)The use of damaged or unserviceable department property should be discontinued
as soon as practical and replaced with comparable Department property as soon as
available and following notice to a supervisor.
(c)Except when otherwise directed by competent authority or required by exigent
circumstances, department property shall only be used by those to whom it was
assigned. Use should be limited to official purposes and in the capacity for which it
was designed.
(d)Department property shall not be thrown away, sold, traded, donated, destroyed, or
otherwise disposed of without proper authority.
(e)In the event that any Department property becomes damaged or unserviceable, no
employee shall attempt to repair the property without prior approval of a supervisor.
700.2.1 REPORTING REQUIREMENT AND REVIEW
(a)All personnel will be required to report lost, damaged or stolen equipment belonging
to the City of Fremont.
(b)Upon the discovery that an item of property is lost, damaged or stolen, the person
making the discovery shall notify a supervisor, as required in § 700.2. The person
reporting the loss, damage or theft will prepare the Equipment/Uniform Replacement
Request (see Appendix 700). All pertinent and applicable information, including
description, serial number and value of the item will be included.
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Department Owned and Personal Property
(c)If appropriate, a police report will be initiated to document the loss, damage or theft.
If the loss, damage or theft occurred in a jurisdiction other than Fremont, the report
should be completed by the appropriate agency.
(d)The supervisor/manager will inspect the damaged equipment or uniform and review
the Equipment/Uniform Replacement Request and any additional documentation for
accuracy and completeness, to make an appropriate recommendation.
(e)The Equipment/Uniform Replacement Request and any associated documentation
shall be forwarded through the Chain of Command to the appropriate division
commander, who will review the documentation and determine a disposition: repair or
replacement. If negligence or carelessness is shown, it will be the responsibility of the
negligent or careless employee to pay the replacement cost of the item.
(f)The Equipment/Uniform Replacement Request and any associated documentation
will then be forwarded to Business Services for implementation of the indicated
disposition.
(g)The Business Manager will be responsible for pursuing restitution to be reimbursed to
the City of Fremont if a responsible party is ascertained.
700.3 FILING CLAIMS FOR PERSONAL PROPERTY
(a)Claims for reimbursement for loss, theft or damage of personal property must be made
on the Equipment/Uniform Replacement Request (see Appendix 700). All pertinent
and applicable information, such as description, serial number and value of the item
will be included. The supervisor may request a receipt for the original purchase of the
item and/or a separate written memorandum documenting the loss, theft or damage.
(b)If appropriate, a police report will be initiated to document the loss, theft or damage.
If the loss, damage or theft occurred in a jurisdiction other than Fremont, the report
should be completed by the appropriate agency.
(c)The supervisor/manager will inspect the damaged equipment or uniform and review
the Equipment/Uniform Replacement Request for accuracy and completeness, to
make an appropriate recommendation. The supervisor shall indicate whether the
employee followed proper procedures and whether reasonable care was taken to
prevent the loss or damage.
(d)The Equipment/Uniform Replacement Request and any associated documentation
shall be forwarded through the Chain of Command to the appropriate division
commander, who will review the documentation and determine a disposition.
Damaged clothing and equipment will be repaired, if feasible; otherwise, the employee
will reimbursed. Amount of reimbursement will be based on condition of the item prior
to the loss, theft or damage. If negligence or carelessness is shown, it will be the
responsibility of the negligent or careless employee to pay the replacement cost of
the item.
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(e)The Equipment/Uniform Replacement Request and any associated documentation
will then be forwarded to Business Services for implementation of the indicated
disposition.
(f)The Department will not repair or replace luxurious or overly expensive items (jewelry,
exotic equipment, etc.) that are not reasonably required as a part of work.
700.3.1 REPORTING REQUIREMENT
A verbal report shall be made to the employee's immediate supervisor as soon as circumstances
permit.
The written claim shall be submitted before the employee goes off duty or within the time frame
directed by the