October 1, 2005 To establish a uniform procedure for the control, development, modification, and approval of all official Departmental forms for which the Atlanta Police Department is the proponent agency. Forms developed for use within a division or section, are approved at the division or section level.

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Atlanta Police Department

Zone Two

 

 

 

 

 

 

 

 

 

Section Command

Memorandum

 

Effective Date

August 25, 2004

 

APD.CM.04.12

Radio Room

Applicable To: All Zone 2 employees

Approval Authority:  Major J. Spillane

Signature:  Signed by JS

Date Signed:  8/25/2004

 

  Table of Contents    
 

1.        PURPOSE  PAGEREF _Toc81186309 \h 1

2.        POLICY   PAGEREF _Toc81186310 \h 1

3.        RESPONSIBILITIES  PAGEREF _Toc81186311 \h 1

4.        ACTION  PAGEREF _Toc81186312 \h 1

4.1      Assignment of Personnel PAGEREF _Toc81186313 \h 1

4.2      Radio Room Security  PAGEREF _Toc81186314 \h 2

 

4.3       Issuing Vehicles and Keys  PAGEREF _Toc81186315 \h 2

4.4      Radio Batteries  PAGEREF _Toc81186316 \h 3

4.5      Shotguns and Shotgun Shells  PAGEREF _Toc81186317 \h 3

5.        DEFINITIONS  PAGEREF _Toc81186318 \h 4

6.        CANCELLATIONS  PAGEREF _Toc81186319 \h 4

7.        REFERENCES  PAGEREF _Toc81186320 \h 4

 

1.               PURPOSE

 

This Command Memorandum establishes the procedure to be used in the Zone 2 Radio Room.  This directive establishes the guidelines used in Zone 2 for storing and issuing specific equipment assigned to the radio room.  This includes vehicles, vehicle keys, radio batteries, shotguns and shotgun shells.  This directive controls access to the radio room in Zone 2 and provides a process to inspect the radio room each watch.

 

2.               POLICY [ Return to Top ]

 

It is the policy in Zone 2 to utilize a secure radio room to issue radio batteries, vehicle keys, shotguns and shotgun shells.  It is imperative that the radio room be properly secured, inventoried and maintained by each watch to ensure equipment assigned to Zone 2 is properly inventoried and tracked.

 

3.               RESPONSIBILITIES [ Return to Top ]

 

3.1              All personnel assigned to Zone 2 are responsible for ensuring this procedure is followed.

 

3.2              Supervisors on each watch will ensure this policy is adhered to and all action items in this directive are followed during each watch.

 

4.               ACTION

 

4.1              Assignment of Personnel [ Return to Top ]

 

4.1.1           The Watch Commander will assign an officer to staff the radio room.  The radio room will be staffed each watch ½ hour prior to the early watch reporting for duty.  The officer assigned to the radio room will remain responsible for the radio room until ½ hour after the late watch reports for duty.

 

4.1.2           The early supervisor will be assigned the radio room responsibilities and will inventory the radio room each watch as directed in section 4.2.  The early supervisor will be considered the radio room supervisor for the watch.

 

4.1.3           The Fleet Manager will be appointed by the Zone Commander and will ensure all forms required by this directive are stocked and remain available in the radio room.  The Fleet Manager will maintain a file of all forms associated with this directive and maintain the file for three years. 

 

4.2              Radio Room Security [ Return to Top ]

 

4.2.1           The supervisor assigned to the radio room each watch will unlock the radio room ½ hour prior to the early cars reporting time and lock the radio room ½ hour after the late cars report for duty.

 

4.2.2           The supervisor assigned to the radio room will inventory the radio room when unlocking the room ½ hour prior to the early cars reporting time and ensure all sections of this directive are complied with. 

 

4.2.3           The supervisor assigned to the radio room will inventory the radio room when locking the room ½ hour after the late cars report for duty to ensure all sections of this directive are complied with.

 

4.2.4           The radio room supervisor will complete all blocks on the radio room inventory sheet for early and late roll-call.  Inventory sheets will be supplied by the Fleet Manager for the radio room.

 

4.2.5           Discrepancies in the radio room inventory will be immediately addressed by the radio room supervisor in memorandum form to the Assistant Zone Commander.

 

4.2.6           The radio room will remain locked at all times and not be unlocked without the approval of a supervisor assigned to that watch having responsibility for the radio room at that time or a higher authority.

 

4.3              Issuing Vehicles and Keys [ Return to Top ]

 

4.3.1           Log sheet will be available in the radio room and maintained by the assigned fleet manager.  One log sheet will list the regularly assigned cars including beat cars, supervisor’s cars, wagons and other vehicles used primarily for watch assignments.  A second log sheet will be maintained for all specially assigned vehicles.  These log sheets will list all vehicles assigned to the Zone 2 main precinct and will remain in the radio room for thirty days after which they will be filed by the fleet manager.

 

4.3.2           A key box and all assigned key cards will be maintained by the fleet manager.  A separate hook will be provided and labeled for each vehicle assigned to the Zone 2 main precinct.   Regularly assigned beat cars and specially assigned vehicles will be housed in separate parts of the key box.

 

4.3.3           The Fleet Manager will ensure laminated vehicle cards are issued to employees assigned to Zone 2 as requested by each watch.  The card will include the employees name, unique I.D. and a current telephone number the employee can be reached if keys to a vehicle are accidentally taken home.

 

4.3.4           Officers will request replacement cards from their watch commander if a card is lost or the information on the card needs to be updated.

 

4.3.5           The officer assigned to the radio room will issue keys to vehicles as directed and note the assignment of vehicles on the appropriate vehicle log sheet.

 

4.3.6           Officer’s wishing to sign out a vehicle will supply their vehicle card to the radio room in order to receive keys to any Zone 2 vehicle.  Vehicles will not be issued to officers without a vehicle card unless approved by the radio room supervisor in which case a loaner card will be hung on the key hook with the officer’s name and contact information written with a grease pencil on the card.

 

4.3.7           The officer assigned to the radio room will hang the officers vehicle card in the key box on the hook corresponding to the vehicle number assigned.

 

4.3.8           Vehicles which are shopped, loaned or otherwise assigned outside the zone will have a laminated card hanging on the appropriate hook having the reason the keys are not available in the key box written on the card with a grease pencil.  The vehicle log sheet should also state the status of the vehicle in the appropriate box.  

 

4.3.9           Specially assigned vehicles and supervisor’s vehicles will not be routinely assigned for use as beat cars.  Supervisory approval is required when assigning specially assigned vehicles and supervisor’s vehicles.  The assignment of these vehicles must be approved by the watch commander and issued by the radio room supervisor.

 

4.3.10         The Watch Commander’s vehicle (291) will only be assigned to a Lieutenant or higher except in an emergency situation that required the deployment of the vehicle to assist in the emergency.  If issued in an emergency situation a memorandum should be written and sent to the Assistant Zone Commander detailing the reason the vehicle was issued and the nature of the emergency.

 

4.3.11         Hooks for assigned vehicles should either have the keys available, or have a laminated card hanging on them when the radio room is inventoried.

 

4.3.12         Any discrepancies in the key box should be noted in memorandum form to the chain of command indicating the supervisor responsible for the radio room at the time the keys were lost.

 

4.4              Radio Batteries [ Return to Top ]

 

4.4.1           Officer’s assigned to the radio room will issue batteries from the charger rack on a one-for-one swap with officers requesting radio batteries.

 

4.4.2           The radio rack will be inventoried by the radio room supervisor prior to the start of the watch and at the end of the watch to ensure any batteries issued out received a replacement and any missing batteries are accounted for.

 

4.4.3           Any discrepancies in the number of batteries should be noted in memorandum form to the chain of command indicating the supervisor responsible for the radio room at the time the equipment was lost.

 

4.5              Shotguns and Shotgun Shells [ Return to Top ]

 

4.5.1                      The shotgun rack key and the shotgun shell lock box key will be hung in the radio room key box and labeled “shotgun rack”.

 

4.5.2                      Shotguns and shotgun shells will be issued by the assigned radio room supervisor.  In an emergency the officer assigned to the radio room may issue shotguns and shotgun shells to any Atlanta Police Officer.

 

4.5.3                      The shotgun rack will be inventoried by the radio room supervisor prior to the start of the watch and at the end of the watch to ensure any shotguns issued have been turned in.  The shotgun rack will remain locked at all times except while shotguns are actually being issued or turned back in.

 

4.5.4                      The shotgun shell lock box will be inventoried by the radio room supervisor prior to the start of each watch and at the end of each watch to ensure that all shotgun shells issued have been turned in.

 

4.5.5                      Shotgun shells will be kept in a locked box in the radio room and issued with each shotgun issued.  The shotgun shell lock box will remain locked except while shotgun shells are actually being issued by the assigned radio room supervisor.  Ten rounds will be issued with each shotgun.

 

4.5.6           Any discrepancies in the number of shotguns or shotgun shells should be noted in memorandum form to the chain of command indicating the supervisor responsible for the radio room at the time the equipment was lost.

                                                    

5.               DEFINITIONS [ Return to Top ]

 

5.1              Specially Assigned Vehicles:  All vehicles assigned to Zone 2 that are NOT assigned as regular patrol cars, loaner pool (LP) patrol cars, patrol wagons or other marked vehicles assigned primarily to staff the beat assignments in the Zone.  Specially assigned vehicles are listed on the Specially Assigned Vehicle Log Sheet.

 

5.2              Emergency Situation:  Those unusual occurrences outside the normal calls for service that require an immediate emergency police response to prevent death or serious injury or major property damage.  These include natural disasters, large accident scenes, large crime scenes, etc.

 

6.               CANCELLATIONS [ Return to Top ]

     

N/A
     

7.               REFERENCES [ Return to Top ]

 

N/A