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Applicable To: All employees |
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Approval Authority: Chief Richard J. Pennington |
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Signature: Signed by RJP |
Date Signed: 12/11/07 |
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This directive establishes procedures for maintaining Department-owned property and guidelines for issuing supplies to employees of the Atlanta Police Department (APD).
2.1 The Atlanta Police Department Logistical Support Unit (LSU) will properly manage the Department’s supplies, equipment, and assigned property by conducting inventories and regular inspections to ensure that proper procedures are followed. Supplies and equipment will be delivered to, inventoried, stored and distributed by the LSU commander or his/her designee.
3.1 The Support Services Division and Corporate Services Section commanders will monitor the implementation of this directive. They will issue such command memoranda as necessary to guide the inventory and supply functions, including the responsibilities of APD employees requesting supplies and maintaining the inventory.
3.2 The Logistical Support Unit is responsible for issuing supplies to properly authorized APD employees; accounting for the Department’s supplies; maintaining a master inventory list for each cost center in the Department excluding computer hardware and software, digital and video cameras, radios, surveillance equipment, and vehicles; auditing all inventory; storing ammunition; and other tactical equipment assigned to its custody in a state of operational readiness.
3.3 The Logistical Support Unit commander is responsible for the effective implementation of this standard operating procedure within the Unit. He or she is responsible for maintaining the inventory of all property owned by the Department; acquisition of special purchase items; maintenance of the Department’s facilities; and retention, storage, and destruction of the Department's records (APD.SOP.1050 “Records Management and Retention”).
4.1 The supply area, inventory office, and administrative office are staffed and operational Monday through Friday, except legal holidays. The Logistical Support Unit commander will determine their hours of operation.
4.1.1 Security in Logistical Support
1. The LSU commander controls the building space assigned to the Logistical Support Unit. All property will be stored in secured areas. The LSU employees, when reporting for or leaving from duty must do so at entry/exit points established by the Logistical Support Unit commander. Only LSU employees and persons identified and posted in writing may enter restricted areas unattended. Doors and windows allowing entry into these areas will be locked or guarded at all times. The ammunition room will be locked at all times, except when occupied by authorized personnel.
2. The commander of the Logistical Support Unit will ensure that a sworn supervisor is always on duty or will notify the section commander that another sworn employee is in charge. If the commander is not available, he or she will notify the section commander of who is in charge of the LSU.
3. All non- Logistical Support Unit employees desiring to enter secured work areas, such as the supply area, receiving area, release area, and the supervisor's office, must have permission from an on-duty logistical support supervisor before going beyond the counter area. The authorized person will be escorted by a LSU employee to their destination within the work area. These areas are work areas between the counters and restricted area access points.
4.2.1 All supplies will be received and issued through the Logistical Support Unit, except those purchased with petty cash or through the procurement process.
4.2.2 The supply technician will promptly fill each properly authorized requisition, initial it, and put it in the requisition basket.
4.2.3 Each cost center will have at least one designated supply officer as well as an alternate supply officer who will draw supplies, except as provided in Section 4.2.4. Only these employees will be issued supplies. The commander of each cost center will submit to the Logistical Support Unit on form APD 706 the names and signatures of all persons authorized to requisition supplies. LSU will honor only properly authorized requisitions.
4.2.4 Sworn employees may obtain ammunition at the supply area by turning in old ammunition or by submitting a report showing that ammunition was fired. The Logistical Support Unit commander must approve the issuance of additional ammunition. Sworn employees may obtain traffic gloves and certain other supplies by turning in worn-out items at the supply area.
4.2.5 The Logistical Support Unit will account for all supplies issued. On a monthly basis, the LSU commander will compile the cost accounting report, tabulated by cost center, subtotaled by divisions, with year-to-date totals. Keep copies of the reports on file for three years and the requisitions on file for 12 months.
4.2.6 Supplies will be issued only on the day watch, Monday through Friday, except in emergencies and then only by a LSU supervisor. A supervisor requesting emergency supplies will state the nature of the emergency on the requisition, which will be in duplicate. A copy of the emergency requisition will be forwarded to the responsible division commander.
4.3.1 The LSU will keep a complete inventory of all City property and equipment assigned to the Department, in full compliance with City policy and procedures.
4.3.2 The LSU will maintain a master inventory for each cost center in the Department.
1. The LSU inventory technician will make an annual audit of the master inventory of each cost center and report on the accuracy of the inventory and the condition of the equipment. The report will be forwarded through the chain of command to the division commander of the cost center and to the SSD commander.
4.3.3 The LSU should receive all shipments of equipment to the Department, excluding motor vehicles.
1. When ordering equipment or supplies, arrange delivery to the Bureau of Motor Transport for all motorized vehicles, Communications for radios and related electronic equipment, the intended worksite for large pieces of furniture or heavy equipment, and LSU for all other items. The LSU will immediately notify DIT of delivery of computers and related equipment.
2. If a shipment is delivered directly to an office or unit other than LSU, the commander of the office or unit will notify the LSU inventory technician immediately and will not remove the equipment from its packaging or distribute it further until the inventory technician is present.
3. The inventory technician will immediately create a master inventory record for all equipment received, including the cost center to which it is assigned.
4. The inventory technician will place the inventory barcode on the equipment.
4.3.4 Inventoried equipment may be transferred between divisions only with the approval of the two division commanders and between cost centers within a division only with the approval of the two section commanders. The commander of the cost center giving up the equipment will notify LSU on a property transfer form (APD Form 509: Request to Transfer Property/ Equipment) and the inventory technician will update the inventory database.
4.3.5 When inventoried equipment is broken beyond repair or no longer in use, the cost center commander will return it to the LSU. The LSU commander will dispose of it in accordance with City procedure, documenting the action on (APD Form 509: Request to Transfer Property/ Equipment).
4.3.6 When there is a change of command in a section or unit, the outgoing and incoming commanders will conduct a joint audit of all property within thirty days and will provide a report on the audit to the LSU commander.
4.4.1 The Records Analyst will manage the Department’s records management program through the selected Department Record Retention Officers. The Records Analyst will direct the records of historical value to designated areas to be maintained.
4.4.2 The Records Analyst will coordinate the training for the Records Retention Officers position.
4.4.3 The Records Analyst will verify the application schedules forms for transfer receipt, destruction and expired documents to be purged.
4.5. Emergency Equipment Readiness
4.5.1 The Records Analyst will prepare a monthly report of all items in emergency stock and readiness for issuance.
4.5.2 The Records Analyst will ensure the placement and accountability of the Emergency Response Cargo Van which contains: Riot shields, helmets, chemical mask, armored equipment, and riot batons, etc. The issuance of all equipment will be accounted for and its return after demobilization.
5.1 Cost Center--The basic component of the Department for the purpose of budgeting and cost accounting. The Department's cost centers are the zones, the sections, the Executive Protection Unit, Division of Taxicabs and Vehicle for Hire, the School Detectives Squad, and the administrative offices of the Department and the divisions. An additional cost center is used for major equipment purchases.
5.2 Inventory--Those items and materials that are owned by the City and assigned to the Department, that are not consumable, such as desks, motor vehicles, and computers; personal equipment, such as uniforms and handcuffs is not included in "inventory."
5.3 Special purchase items—Items for which the Department has no regular vendor.
5.4 Supplies--Those items and materials that are owned by the City and assigned to the Department that are expendable, such as pens, forms, batteries and gloves; personal equipment is not included in "supplies."
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APD.SOP.6030 “Property and Evidence Control” |
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