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General Order B -14 Page 1 of 3 Tangible Property Inventory Control TEMPLE TERRACE POLICE DEPARTMENT GENERAL ORDER EFFECTIVE DATE 09/10/2010 FILE INDEX NO. B-14 SUBJECT: TANGIBLE PROPERTY INVENTORY CONTROL INDEX AS: Same as above RECINDS: REVISES: DATE REVISED: 08/20/2025 DISTRIBUTION : ALL MEMBERS I. PURPOSE: The purpose of this standard operating procedure is to establish guidelines for the control of tangible property owned by the Temple Terrace Police Department. II. SCOPE: All Members III. DISCUSSION: The Temple Terrace Police Department is committed to the carefu l management and control of all property IV. DEFINITIONS: A. Capital Asset - Tangible personal property of a non -consumable nature, the value of which is $5,000.00 or more and the normal expected life is one year or more. [FSS 274.02(1) - Tangible personal pr operty owned by local governments – definitions ]. B. Fiscal Year - October 1 through September 30, as established by the Florida Statute (FSS 274.01). C. Inventory Control Sheet - A form used to record all property and equipment issued to each member. D. Master Cap ital Asset List - The City of Temple Terrace Finance Department maintains a numerical listing of all tangible personal property acquired and disposed of by the Department . Within this inventory list is the control account inventory used to facilitate an a nnual reconciliation of the total value of the Department’ s tangible personal property . E. Physical Inventory - The process of reconciliation by which an authorized agent of the Police Department, normally the Quartermaster , actually locates and ide ntifies ea ch item or property listed on the Master Capital Asset List . F. Quartermaster - The person to whom custody of Police Department property has been delegated [Florida State Statute (F SS) 274.03 - Property supervision and control ]. G. Serial ized Items – assets in the agenc y’s possession that are assigned a unique identifier, such as a serial number, to distinguish it from other items of the same type. H. Tangible Property Control Log - A master list of all Department supplies, equipment, property and capital assets mai ntained on the City’s computer network. V. PROCEDURE : General Order B -14 Page 2 of 3 Tangible Property Inventory Control A. Member Responsibilities : 1. Quartermaster a. Allocate and inventory Department property, supplies, equipment and capital assets ; b. Control inventory and maintain Department property/equipment in a state of operat ional readiness until issued : c. Maintain accurate property/equipment/asset records; d. Be responsible for the issuance and receipt of all Department property /equipment issued to Department al personnel; e. Report all abuse, or suspected abuse, of D epartment propert y to the member’s immediate supervisor; f. Ensure property locations are curren t on all assigned property; and g. Initiate a City Asset Transaction form as needed. 2. Division Commanders a. Ensure that all personnel are aware of the importance of keeping the Quarte rmaster informed of property status changes. b. In the absence of the Quartermaster: i. assume those duties necessary to ensure the operational efficiency and effectiveness of this function within their respective units; and, ii. provide necessary assistance to all department members. 3. Department Members a. Are r esponsible for the proper care and maintenance of all proper ty issued or assigned to them . B. Issuance of Property and Record Keeping : 1. The Quartermaster or designee will record the receipt of property, capita l assets, goods purchased via grants, and other items as designated by the City of Temple Terrace Finance Director on the Tangible Property Control Log. a. In accordance with the City of Temple Terrace property control procedures, a control number will be pla ced on each item requiring one . The official record of all tangible property control numbers is maintained by the City of Temple Terrace Finance Department . 2. The Quartermaster or designee will issue and record all equipment, uniforms, etc. a. Any equipment is sued must be updated in the Tangible Property Control Log b. The issuance of property shall be recorded in hard copy on an Inventory Control Sheet . c. The member receiving the property will sign the sheet . d. After issuance, the sheet may be scanned to be maintain ed on the City’ s computer network . e. Command Staff may issue equipment during exigent circumstances; however written notice along with the receipt must be forwarded to the Quartermaster as soon as possible. f. Disposable type property will not be recorded (cert ain office supplies, ammunition, fuel, etc.). 3. Each capital asset that is practical to identify by marking, shall be marked in the manner required by the City of Temple Terrace Finance Department . a. The Temple Terrace Police Depart ment shall maintain a record of capital assets and shall take an inventory whenever there is a chan ge in quartermasters. General Order B -14 Page 3 of 3 Tangible Property Inventory Control C. Annual Inventory : 1. Pursuant to FS S 274.02 - Record and inventory of certain property , the City of Temple Terrace Finance Director or designee will overse e