Policy Text
1 16/02 ሺ REV 12/96ሻ
FIXED ASSET CONTROL
THE PURPOSE OF THIS ORDER IS TO OUTLINE PROCEDURE FOR MAINTAINI NG ACCOUNTABILITY AND CONTROL OF
FIXED ASSET PROPERTY IN THE DEPARTMENT AND , SPECIFICALLY , FOR CERTAIN SENSITIVE EQUIPMENT ITEMS
THAT ARE SUBJECT TO THEFT OR ABUSE , AS DETERMINED BY THE SHERIFF . THIS ORDER IS RELATED TO GENERAL
ORDER 16/01.
I. FIXED ASSET ACCOUNTABILITY
A. CHAPTER 14 OF THE COUNTY FINANCIAL POLICY AND PROCEDURES MANUAL SPECIFIES THE
PROCEDURES FOR THE ACQUISITION , MOVEMENT , SALE, DISPOSAL, AND PHYSICAL INVENTORY OF
FIXED ASSETS . THESE PROCEDURES ARE INTENDED TO PROVIDE A STANDARDIZED METHO D FOR
CONTROLLING NORMALLY EXPENSIVE COUNTY ASSETS FROM THE TIME OF I NITIAL PURCHASE OR
ACQUISITION TO ULTIMATE DISPOSAL . THE PROCEDURES OUTLINED THEREIN SHALL BE
COMPLIED WITH BY ALL PERSONNEL IN THIS DEPARTMENT . A COPY OF CHAPTER 14 HAS BEEN
PROVIDED TO EACH DIVISION COMMANDER .
B. ALL PERSONNEL INVOLVED IN THE PR OCESSING OF FIXED ASSET EQUIPME NT SHALL BECOME
FAMILIAR WITH THE REQUIREMENTS OF CHAPTER 14 A S I T A P P L I E S T O T H E I R S P E C I F I C
RESPONSIBILITIES .
C. AFFIXING COUNTY TAG NUMBER AND ENTERING FIXED ASSETS ACQUIRED T HROUGH PURCHASE
INTO THE COUNTY FIXED ASSET INVENTORY CONTROL SYSTEM SHALL BE T HE RESPONSIBILITY
OF:
1. MAIN JAIL DIVISION : FISCAL OFFICER
ሺINMATE WELFARE FUND : COMMISSARY OFFICER ሻ
2. RIO COSUMNES CORRECTIONAL CENTER DIVISION :
FISCAL AFFAIRS ‐ PURCHASING OFFICER
3. WORK RELEASE FACILITY : FISCAL OFFICER
4. ALL OTHER DIVISIONS : ADMINISTRATIVE DIVISION ‐
DEPARTMENTAL INVENTORY CONTROL OFFICER
D. AFFIXING COUNTY TAG NUMBERS AND ENTERING ITEMS ACQUIRED
FROM THE SHERIFF 'S DEPARTMENT PROPERTY WAREHOUSE INTO THE COUNTY FIXED ASSET
2
16/02 ሺ REV 12/96ሻ INVENTORY CONTROL SYSTEM SHALL BE THE RESPONSIBILITY OF THE DEP ARTMENTAL
INVENTORY CONTROL OFFICER IN THE ADMINISTRATIVE DIVISION .
E. INSTRUCTIONS FOR CONTINUING INVEN TORY CONTROL ARE CONTAINED IN GENERAL ORDER
16/01.
II. FIXED ASSET "SENSITIVE EQUIPMENT " CONTROL
A. GENERAL
1. DEFINITION
SENSITIVE EQUIPMENT IS TO INCLUDE ALL FIREARMS AND OTHER ITEMS AS
DETERMINED BY THE RESPONSIBLE CHIEF DEPUTY .
2. RESPONSIBILITY
THE CHIEF DEPUTY SHALL BE ULTIMAT ELY RESPONSIBLE FOR THE MANAGE MENT
ACCOUNTABILITY INVENTORY OF SENS ITIVE EQUIPMENT ITEMS IN EACH R ESPECTIVE
SERVICE AREA .
B. PROCEDURE
1. THE ADMINISTRATIVE DIVISION , DEPARTMENTAL INVENTORY CONTROL OFFICER WILL
PREPARE AND DISTRIBUTE TO DIVISION COMMANDERS THE INITIAL APPRO PRIATE
COMPUTER INVENTORY PRINTOUT SHOW ING THE RESPECTIVE DESIGNATED S ENSITIVE
EQUIPMENT EACH DIVISION IS RESPONSIBLE FOR .
2. T H E D I V I S I O N C O M M A N D E R S A R E R E S P O N S I B L E F O R R E P O R T I N G T H E S T A T U S OF
SENSITIVE ITEMS TO THE CHIEF DEP UTY OF THEIR RESPECTIVE DIVISIO N. IF AN ITEM IS
DISCOVERED MISSING , THE D