47369937 (1).pdf

\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT GENERAL ORDER TITLE ACCREDITATION Fleet Management PRIOR REVISIONS 01/29/09 , 04/19/18 PROPONENT UNIT Fleet Unit ATTACHMENT: 0 Logistics Division NUMBER ISSUE DATE REVISION DATE TOTAL PAGES 17.5 02/01/99 02/23/2022 8 I. PURPOSE: To provide a comprehensive plan for the efficient procurement, management, and assignment of the Gainesville Police Department's motorized fleet. II. POLICY: The Gainesville Police Department shall develop policies and procedures that regulate the deployment and assignment of departmental vehicles for the purpose of ensuring efficiency and economy in assignment and operation. III. DEFINITIONS: Assigned Vehicle: GPD vehicle for shared or exclusive use by Department member(s) for Department business, while on his / her tour of duty, but which is not assigned as a take-home vehicle. Motor Pool Vehicle: GPD vehicle temporarily issued to a department member from the motor pool for a single trip or for at-work use. Special Purpose Vehicles: A vehicle that is assigned and / or designed for use to mitigate factors such as weather, terrain, the need for concealing police identity / presence, special transport or operational needs. Take-Home Vehicle: A GPD vehicle which is assigned to a Department member for his / her exclusive use for Department business, for regularly commuting to and from the employee's home and work location, andwhich is authorized to be kept at the member's residence in between tours of duty (See GO 41.3 for regulations). Authorized personal use of a take-home vehicle in conjunction with a work assignment or while off-duty is identified in the applicable bargaining unit contract. IV. PROCEDURE: A. Fleet Management: 1. Fleet Management Plan: The Logistical Services Division will administer the Fleet Management Plan. Responsibilities: i. Develop administrative rules pertaining to fleet usage. ii. Annually evaluate the proposed vehicle replacement schedule for the upcoming fiscal year.\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT iii. Acquire vehicles for the Department through a competitive bid process in accordance with the established replacement schedule adopted by the City's Fleet Manager. iv. Maintain an accurate record of the Department's fleet inventory. v. Coordinate the assignment of Department vehicles. vi. Monitor and coordinate information flow (to include vehicle maintenance notifications) between the City's Fleet Manager and Departmental personnel. vii. Coordinate the issuance, replacement, and installation of radios and other equipment necessary for the safe operation of all departmental vehicles. viii. Initiate and review monthly billings from the City's Fleet Management office, including weekly fuel reports. ix. All Supervisors shall conduct an annual inspection of fleet vehicles to ensure compliance with policy and operational readiness. (CALEA 17.5.2) x. When appropriate, designate a Department Motor Pool Manager. 2. Fleet Management Department: The respective bureau or unit Commander will designate The Fleet Manager. Responsibilities: i. Acts as a liaison with the Department Fleet Manager. ii. Assigns vehicles in accordance with prevailing bargaining unit agreements and current eligibility list. iii. Notifies Department Fleet Manager of any changes in vehicle assignment within three (3) working days. iv. Maintains bureau-level vehicle eligibility list in accordance with department eligibility criteria. v. Make sure Asset Works is issuing the vehicle maintenance notification memoranda to affected personnel. vi. Administers Department fleet policy on a bureau level. B. Fleet Deployment: 1. Assignment: i. Vehicles will be allocated to each bureau / unit based on the number of authorized personnel and contingent on the number of available vehicles designed for the bureau /unit’s functions. ii. The Department Fleet Manager will conduct an annual review of the Department's fleet deployment plan to ensure adequate vehicle coverage. a. Fleet assignment will be maintained on a master log separate from this plan. b. The designated Department Fleet Manager / designee will be responsible for maintaining and assigning the Uniformed Patrol Division's pool vehicles. 2\n\n--- Page 3 ---\n\nGAINESVILLE POLICE DEPARTMENT 2. Reallocation: i. Within Department: a. A change in the number of vehicles assigned to a command may be made if it is in the best interest of the Department. Reasons for reallocation may include, but are not limited to, the following: 1). Changes in personnel deployment. 2). Replacements for pool, or other uses. b. Reallocation decisions shall be made by the Department's Fleet Manager in conjunction with the Chief of Police and the respective bureau / unit commander(s). c. If a vehicle is reassigned, the Department Fleet Manager will coordinate the completion of the property transfer forms and update the management systems. ii. Within Bureau / Unit Allocation of vehicles within a bureau / unit may be made by the bureau / unit commander in consultation with the Department Fleet Manager. Reasons for reallocation may include, but not be limited to, the following: a. Resignation or termination of member. b. Transfer of personnel. c. Disciplinary action. iii.. Termination of Vehicle Assignment: a. When an employee with an assigned vehicle resigns or is terminated, he/she will return his/her currently assigned vehicle and key fob to the Department Fleet Manager for final vehicle inspection and reassignment. b. If an employee transfers to another bureau or unit: 1). The vehicle shall not be transferred with the employee to the new bureau / unit, but will be returned to the Department Fleet Manager of the bureau / unit he/she is leaving. 2). If no vehicle is available for immediate issue in the newly assigned bureau/ unit, the employee will be placed on the appropriate vehicle eligibility list in accordance with the applicable collective bargaining agreement. 3. Purpose Vehicles: Certain special purpose vehicles (i.e. motorcycles, pickup trucks, etc.) may be assigned to a bureau / unit rather than to an individual. In case of such assignment, the respective commander shall be responsible for seeing that the vehicle is used for the intended purpose, and that it is properly maintained. 3\n\n--- Page 4 ---\n\nGAINESVILLE POLICE DEPARTMENT 4. Decommissioned Vehicles: A decommissioned vehicle is any vehicle that is rendered inoperable prior to the end of the useful life of the vehicle as a result of a crash, fire, mechanical breakdown, or theft. i. It is the responsibility of the Department Fleet Manager to: a. Obtain replacements for decommissioned vehicles. b. Coordinate the replacement with the affected bureau commander, the Chief of Police and the City's Fleet Manager. ii. The time schedule for vehicle replacements is the responsibility of the City’s Fleet Manager. 5. Department Motor Pool: The purpose of the motor pool is to provide personnel without an issued take-home vehicle access to and use of a Department vehicle when necessary to conduct official Department business. i. The Department motor pool will be maintained and managed by the Department Fleet Manager. ii. Inquiry as to the availability of a Department vehicle should always be made before using personally-owned vehicles for official business. iii. Motor pool vehicles will be used for the following: a. City business / travel. b. A spare on-duty vehicle when a member's assigned vehicle is in the shop for repairs. c. As designated by the Chief of Police. iv. The pool vehicle needs of personnel assigned to the Operations Bureau will be met within that bureau. a. Only sworn members shall be issued marked pool vehicles. b. Members in marked pool vehicles shall carry their regular duty equipment (see GO 41.6). v. The procedures for requesting a marked pool vehicle for use in the Operations Bureau are as follows: Keys and the sign-out/in sheet for pool vehicles will be kept in Operations.