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Applicable To: All employees |
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Approval Authority: Major C.A. Banda |
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Signature: Signed by CAB |
Date Signed: 11/1/2004 |
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The intent of this directive is to establish a uniform procedure of property issuance and accountability of all inventory in the Zone Six-Radio Room.
It is the policy of the Atlanta Police Department, Zone Six Precinct, that all property assigned to the Zone Six Precinct be properly issued and accounted for at all times to assure availability and functionality.
3.1 It is the responsibility of the Watch Commander or his/her designee to ensure compliance with this zone command memorandum and to uniformly carry out this procedure.
3.2 It is the responsibility of the officer assigned to work the radio room to issue and account for all property assigned to the Zone Six-Precinct radio room and to comply with this command memorandum, unless ordered by a supervisor to do the contrary. Any concerns of missing or damaged property should be reported to a watch supervisor during radio room reconciliation (physical inventory).
3.3 Any officer of employee not assigned to the radio room by a watch supervisor will not enter the radio room to leave or retrieve any property or make any written entry in the “Accountability Log”, unless approved to do so by a supervisor.
4.1 Radio Room Assignment
4.1.1 A watch supervisor will assign an officer to exclusively work in the radio room during the issuance and reconciliation process, reporting at least (15) minutes prior to the beginning of the watch.
4.2 The radio room door will be secured in the following manner during the issuance of property: bottom of the door will be locked closed, and the top of the door will be fully opened. The rear door of the radio room will be locked closed during the issuance of property.
4.3 Officers requesting property from the radio room will approach the radio room door one officer at a time. All property will be issued by the officer assigned to work in the radio room upon request.
4.4 The results of the radio room reconciliation will be indicated on the “Accountability Log” by the Watch supervisor after he/she completes the required vehicle inspection.
4.5. Vehicle Keys
All vehicle keys will be turned into the radio room at the end of the tour of duty. Vehicle keys will not be physically handed from one officer to another. The radio room officer will determine, per this command memorandum, the manner in which vehicle keys will be issued.
4.5.1 Each officer will be issued a laminated vehicle sign out card, for referred to as “the card”, with the officers’ name, position number, and telephone numbers (pager number if applicable) printed on one side. It will be the responsibility of each officer to retain the card, as no vehicle keys will be issued without the card. If an officer reports to duty without the card, then the officer will be utilized in a “ non-driving” capacity at the discretion of the Watch Commander and counseled or disciplined accordingly.
4.5.2 Vehicle keys will be issued to officers in the following manner. The officer requiring vehicle keys will present their card to the radio room officer and the card will be hung on the corresponding vehicle key hook located inside the key cabinet. After the vehicle keys are returned to the key cabinet, the card will be returned to the officer.
4.5.3 After the vehicle keys are assigned to the watch, the Watch Supervisor will verify that ALL keys in the key cabinets are accounted for and the “Accountability Log” is completed and signed. If a vehicle key is unaccounted for during this inventory, then it will be the responsibility of the watch supervisor to locate the missing key (s) immediately. If it is determined that a key was not properly turned-in by a previous watch officer, then the investigating watch supervisor will telephone that officer (using the phone numbers printed on the card) requesting that the officer immediately return with the missing key. If that officer cannot be reached, then the investing watch supervisor will make a note on the “Accountability Log” and forward an incident memorandum to the Zone Commander.
4.5.4 The watch supervisor will lock the vehicle key cabinet once the key inventory has been completed. Watch supervisors will be held responsible for any keys that become unaccounted for during their watch.
4.5.5 A spare key cabinet will be located in the Zone Commander’s office. A spare key may only be removed from the spare key cabinet by a watch supervisor and only if the watch supervisor has completed and forwarded an incident memorandum on the account vehicle key. The watch supervisor will sign out for the spare key on a form located on a clipboard hung adjacent to the spare key cabinet. It will be the responsibility of the watch supervisor to return the spare key to the cabinet at the end of the watch, and sign-in the key on the same clipboard.
4.6 Vehicle Assignments
Beat cars will only be driven by officers assigned to that corresponding bat assignment. Unassigned beat cars will be parked and not assigned as an “LP” for the tour of duty, unless approved to do so by the watch supervisor.
4.6.1 Supervisor vehicles will only be utilized by supervisors. Keys to these vehicles will be maintained by supervisory staff members, and not kept in the radio room vehicle key cabinet.
4.6.2 Beat cars that are shopped for service will follow the following procedure: (1) once the beat car is shopped for service, a laminated “shop” card will be placed on the corresponding key hook with information about why the vehicle was shopped marked with a grease pencil on the card (date shopped, reason for service, and location: shop or body shop) completed by the watch supervisor only. (2) An “Lp” will be permanently assigned as the beat car until the regularly assigned beat car returns from the shop. (3) Beat Car “MDT” computers will be removed prior to servicing the vehicle, and placed in the “LP” designated as the newly assigned beat car and will remain there until the regularly assigned beat car returns from the shop. (4) The “MDT” serial number will be entered on the “Accountability Log” with the corresponding “LP” unit.
4.6.3 All “LP” units without functioning “MDT” mounts or computers will require that the computer be placed in the radio room and locked in the cabinet provided in the radio room. “MDT” computers will not be mismatched to patrol vehicles that do not have corresponding beat numbers (i.e., 605 MDT computer in 605 beat car, only)!
4.7 Batteries
4.7.1 Batteries will be exchanged one for one.
4.7.2 Batteries not holding a charge (blinking red light) will be marked with tape and removed from inventory. Those marked batteries should be placed on the top of the spare key cabinet for exchange by the Zone Six Administration Officer.
4.7.3 Battery inventory will be taken and indicated on the “Accountability Log” form. The watch supervisor will investigate any missing batteries, and if not located, and incident memorandum will be forwarded to the Zone Commander.
4.8 Shotguns
4.8.1 Shotguns will be accounted for at the beginning of each watch. A numerical count will be conducted by the watch supervisor and indicated on the “Accountability Log”. The Watch supervisor will investigate any missing shotguns, and if not located, an incident memorandum will be forwarded to the Zone Commander.
4.9 MDT/Speed Detention Devices
4.9.1 All speed detection devices and MDT computers will be stored and locked in the cabinet provided at all times, when not in use. MDT computers will be stored with the power source attached to the computer to ensure proper charging when not in use. The watch supervisor will account for all MDT computers and speed detection devices that are stored in the locked cabinet. This inventory will be noted on the “Accountability Log” and the watch supervisor will investigate any missing inventory. If missing inventory cannot be found, the watch supervisor will forward an incident memorandum to the Zone Commander.
4.10 Accountability Log
4.10.1 The watch supervisor will utilize the “Zone Six Patrol Vehicle Accountability Log” to record the issuance and inspection of each patrol vehicle/wagon on the watch. The watch supervisor will complete the “Patrol Vehicle Accountability Log” in the following manner: (1) Under the column marked “Officer”, indicate the officer assigned to that vehicle during the watch. (If the officer changes vehicles during the watch, draw a line through their name in the originally assigned vehicle and place the officers’ name in the “Remarks” column of the newly assigned vehicles’ column. (2) Under the column marked “ Inspected”, indicate either: YES (you have inspected the vehicle and all inventory is present), NO ( You have not inspected the vehicle due to the fact that vehicles were not inspected during that watch for the acceptable reasons listed in the Command Memorandum: Vehicle Policy and Maintenance Procedures, Section 3.2), LOT (you have not inspected the utilized during the watch), or SHOP (You have not inspected the vehicle because it is in the shop for repair), (3) Under the column “Remarks”, indicate any deficiencies in the vehicle inventory or other note worthy findings during your inspection. After all patrol vehicles are accounted for by the supervisor, then the supervisor will relocate to the radio room to verify that all vehicle keys were properly issued by the radio room officer and indicate the handi-talkie battery/shotgun inventory count on the “Vehicle Accountability Log” sheet.
4.10.2 All “ Vehicle Accountability Log’ sheets will be kept in the radio room for at least (30) days and then forwarded to the Zone Commander who will place these logs on file for (1) year.
5. DEFINITIONS
N/A
6. CANCELLATIONS
N/A
7. REFERENCES
APD.CM.04.xx Vehicle Policy and Maintenance Procedure
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