Policy Text
\n\n--- Page 1 ---\n\nGAINESVILLE POLICE DEPARTMENT
GENERAL ORDER
TITLE ACCREDITATION
Department Owned Equipment CALEA 17.5.2
PRIOR REVISIONS:
09/02/09, 08/16/12, 05/04/20
PROPONENT UNIT
Logistics Division
ATTACHMENT: None
NUMBER ISSUE DATE REVISION DATE TOTAL PAGES
17.4 07/01/98 10/22/2024 7
I. PURPOSE: This Order establishes a procedure for control and use of Department-owned
equipment.
II. POLICY: The Gainesville Police Department shall establish procedures that provide for issuing,
inventorying, using and storing Department equipment, and shall also identify accountability for
the use, care and disposition of that equipment.
III. DEFINITIONS:
Department-Owned Equipment: Any equipment bought or procured by the City or the
Department, or any equipment that is otherwise under the control or authority of the
Department.
Stored Equipment: Stored equipment is that which has not been issued, as well as that
equipment assigned to a bureau or unit, designed to enhance certain operations
Operational Readiness: Includes care and cleaning, preventative maintenance, repair,
workability, and responsiveness
IV. PROCEDURE
A. Responsibility: Bureau Commanders shall be responsible for issuing, inventorying,
storing, and repairing and reissuing new and used Departmental equipment under their
control.
1. The bureau to which the equipment (and its management) is primarily assigned
is considered the bureau that has responsibility for control of the equipment.
2. The controlling bureau is responsible for the equipment even if the equipment is
subsequently issued (not transferred) to a member who is assigned to another
bureau. (For example, the Operational Skills Unit is responsible for handguns
and duty gear even when these items are issued to members in other bureaus).
3. The controlling bureau is responsible for ensuring that serviceable equipment is
reissued and documented as though it were an initial issue.
B. Authorization Process: Members must receive authorization to obtain initially or
reissued equipment.
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Scope: All Department Members\n\n--- Page 2 ---\n\nGAINESVILLE POLICE DEPARTMENT
1. The issuance of Department-owned equipment to a member assigned to a
bureau must be authorized by:
i. The member’s Bureau Commander or designee; and,
ii. The Bureau Commander or designee responsible for issuing that
equipment (if a different commander).
2. The issuance of Department-owned equipment to members not assigned to a
bureau must be authorized by their supervisor.
3. The initial issuance of equipment to a newly hired member will be approved by
the Personnel Commander and be documented in an e-mail by the Personnel
Commander to the Quartermaster’s office Property Unit notifying them of the
newly hired member.
C. Maintenance: Records of significant items owned and issued by the Department shall
be kept as follows:
1. Issue Slips: All department-issued equipment, except for incidental items such
as pens, note-pads and batteries, will be issued or returned with a Request for
Uniform/Equipment Form.
The controlling bureau commander/designee shall ensure that records of
equipment issuance and returns are accurately kept and stored.
2. Property Transfer/Surplus: The transfer or surplus of equipment shall be
documented on, and properly routed via, a Property Transfer Report form.
3. Inventory Tracking/Control: Bureau Commanders/Designee(s) that are
assigned control and issue of equipment shall generate an inventory record of
significant items and/or those with serial numbers, (to include pertinent
information as to the type, manufacturer, and serial number of the items), and
make changes in the Records Management System related to the issuance of
the equipment.
i. Changes to the inventory record in the Records Management System
shall be made contemporaneous to the change.
ii. Bureau Commanders/Designee(s) outside of the Quartermaster’s office
are responsible for equipment tracking under this section.
4. Accountability: The controlling Bureau Commander/Designee(s) will ensure that
the equipment issued matches that submitted/collected due to a repair or
exchange or due to an employee’s separation from service.
D. Inventory: Bureau Commanders shall be responsible for conducting an annual inventory
of equipment under their control.
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1. City Inventory: Each Bureau and unit commander (if not part of a bureau) shall
comply with the inventory procedures developed by the City’s Property Control
Office.
2. Department Inventory: In conjunction with the annual City inventory, each
bureau commander (or unit commander if not part of a bureau) shall conduct an
inventory of significant items that are not covered in the City inventory. [CALEA
17.5.1.a]
i. Required Inventory Items: This includes items such as firearms, cell
phones, laptop computers and vehicles.
a. The inventory can be assisted/ accomplished via the required
formal line inspections and/or annual firearms qualifications to
ensure issued items are in the proper possession.
b. The commander controlling non-issued significant items should
personally inspect them to ensure that items listed on inventories
are present.
ii. Other Significant Items: Includes items that are critical to the bureau/units
function (e.g., surveillance equipment) or are valued in excess of
$500.00.
3. Documentation:
i. City Inventories: Will be documented as requested by City personnel.
ii. Department Inventories: Will be documented in a manner determined by
the controlling commander, but which adequately identifies the equipment
(both issued and stored) as well as the inventory results.
Inventory records shall be retained at the bureau level, and made
available to the Chief’s Office, the Fiscal Office or the Logistics Division
upon request.
E. Operational Readiness of Equipment: It is imperative that all items of equipment, to
include equipment designated for use in unusual occurrence situations, are well
maintained and kept in a state of operational readiness. [CALEA 17.5.2]
1. The Logistics supervisor will ensure that stored equipment and vehicles under
their purview are maintained in a state of operational readiness. The term
“operational readiness” includes care and cleaning, preventive maintenance,
repair, proper function, and responsiveness.
2. GPD property not maintained at Logistics will be the responsibility of the
organizational component or individual to which the property is assigned. The
organizational component and/or individual to which property is assigned will be
responsible for the security of the agency-owned property and assuring that
property is maintained in a state of operational readiness.
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3. Each Bureau Commander is responsible for the stored equipment assigned to
that Bureau. In addition, there are inspections of vehicles and the building to
ensure that all equipment has necessary preventative 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 outside vendors.
4. Equipment designated for use in unusual occurrence situations shall be
inspected at least quarterly by the position assigned responsibility of the
equipment.
F. Security of Department Equipment: Members shall be responsible for the security and
maintenance of all issued equipment.
Members shall not leave property such as vehicles, radios, weapons, laptop computers,
keys, IDs and badges unsecured.
1. Under ordinary circumstances, members will not leave Department firearms (or
other guns carried under the authority of the Department) in any vehicle unless
the weapon is locked in the trunk (or, if a shotgun, in the installed shotgun mount)
and the vehicle is secured.
2. At home firearms should be stored in a manner so they are inaccessible to, or
operable by, others who should not have access to them. The De