301533

ORANGE COUNTY SHERIFF'S OFFICE GENERAL ORDER Effective Date: February 20, 2024  Amends - GO 9.1.0 ( September 13, 2023 ) Number: 9.1.0 Distribution: All Personnel Review Month: May Reviewing Authority: Fiscal / Material Control & Supply Subject: Agency Owned Property This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to verify all property owned by the Orange County Sheriff's Office is properly accounted and maintained. 2. Policy The Orange County Sheriff's Office is committed to effective management of all agency owned property. This will be accomplished through a well struc tured system to control receipt, accountability, issue, maintenance, storage and disposal of property. 3. Definitions A. Accountable Property - tangible property valued at less than $5,000 .00 that must be recorded and acknowledged, by signature, on property receipt cards, (e.g., uniforms, riot helmets, chemical agents, ASP batons, etc.). B. Consumable Materials - items which require no formal accountability beyond signature upon receipt, (e.g., batteries, bulbs, forms, etc.). C. Fixed Assets - tangible property valued at $5,000 .00 or greater and certain other items which because of their nature may require additional accountability are assigned an Orange County Sheriff's Office asset number and listed on the master inventory listi ng maintained by the Material Control/Supply. D. Individual Account Custodian - an employee responsible for items of Orange County Sheriff's Office property issued for his/her personal use in the performance of their duties. E. Property Account Custodian - a person of supervisory level selected and appointed by Division Commanders to maintain the location, condition, and inventory of all property assigned to a particular office, unit, section, or division. 4. Procedures A. The pu rchase of property is the responsibility of Fiscal Management. All requisitions for the acquisition of agency owned property will be forwarded to Fiscal Management. 9.1.0 , Page 2 of 12 B. Fixed Assets Receipt, Documentation, Tagging, and Establishment of Initial Property Re cords for Newly Acquired Fixed Assets will be accomplished as follows: 1. The receipt of any property as defined above, intended for use and/or ownership of the Orange County Sheriff's Office, by any member, section, or activity of the Orange County Sheriff's Office, is to be coordinated through Material Control/Supply. This requirement is regardless of the means of acquisition, be it purchase, donation, trade, transfer or conversion. Material Control/Supply shall process all such items. 2. Newly acquired items will be inspected to confirm completeness, determine condition, appropriateness, and accuracy of accompan ying acquisition document as indicated below. a. Purchased items of property must be accompanied by a properly executed and completed receiver copy of the agency purchase order and all other documents associated with the acquisition, (i.e., bills of sale, invoices, or packing lists). b. Donated items of property must be accompanied by the original copy of the donor's offer which must include a description of the property being donated, to include VIN's, serial numbers, or registration numbers when applicabl e. The donation offer must also indicate value of the item or items being donated as well as a statement that the donation is free of any encumbrances or restrictive conditions concerning use or disposition of the property to be donated; any exceptions mu st be so indicated. Also required is a copy of a letter wherein the Sheriff accepts the offer of donation and acknowledges receipt. c. Items acquired by means of trade will be accompanied by appropriate documentation which indicates what items were surrendered in exchange for items received. This should be done in the form of a signed receipt, wherein the employee taking possession of what were formerly Orange County Sherif f's Office assets, acknowledges receipt of same by fixed asset number, description and serial number. This acknowledgment should also indicate what items of property were provided to the Orange County Sheriff's Office in exchange. d. Items acquired by mea ns of transfer from another governmental agency will be accompanied by appropriate documentation indicating that the transfer of the property to the Orange County Sheriff's Office was duly authorized by a person of authority with the agency granting the tr ansfer of ownership. e. Converted items of property will be accompanied by documentation wherein the Orange County Sheriff has directed conversion of the property for agency use. 3. All items determined to be fixed assets will be assigned an Orange County Sheriff's Office asset number and tagged. The only exceptions to this are in 9.1.0 , Page 3 of 12 instances where the intended use of the item dictates the need for anonymity of the owner, or the nature or design of the item does not lend itself to tagging. In those cases, a sset numbers will still be assigned and recorded. However, the items will not be tagged and will be visually inventoried by use of the serial numbers or some other means of identification. When actual value is unknown, written estimates of value may be mad e by Material Control/Supply personnel using known values for like items as a basis for the estimate. In certain instances, it may be necessary to obtain formal written estimates of value from