Standardized procedures shall be followed for
issuing and reissuing agency-owned property to authorized users.
DEFINITIONS
Division-level commander: A major or anyone of
lower rank who heads an element and is directly
subordinate to an assistant chief or higher.
Equipment and supplies: Items with which departmental
personnel are equipped or supplied, including (but not
limited to) radios, handcuffs, batons, firearms, emergency
signaling devices, and fire extinguishers. Items considered
“special equipment” include speed (laser) detection equipment,
cameras, closed-circuit television surveillance devices, shields, and so forth.
Fixed asset computer system (FACS): The software that
controls and maintains the city’s inventory. FACS and
“inventory” may be used interchangeably.
Fixed assets: Departmental personal property that is
of significant value, has a useful life greater than the
current fiscal year, and is tangible so that the item can
be used independently (e.g., vehicles, furniture, or cameras).
Operational readiness: The care and cleaning, preventive
maintenance, repair, workability, and responsiveness of
equipment and property.
Personal property: All physical articles other than
real property. The term shall include (but is not
limited to) equipment, materials, supplies, accessories,
small tools, and implements.
Special detail: A group of personnel designated by
the division-level commander to have a limited or
specific function, such as a bicycle detail, crime
reduction unit, morals detail, or canine unit.
INVENTORY AND CONTROL
A complete and accurate inventory of departmental
equipment and property will help maintain the
operational capability of the department, maximizing
proper use and preventing losses, damages, and
unauthorized usage that affects inventory surplus and shortage.
A. The Finance Division shall be responsible
for maintaining a current inventory of departmental
equipment and property. The Property and Supply
Section shall maintain, update, amend, and delete
departmental property through the FACS in conformance
with policies and procedures of the Department of
Budget and Fiscal Services.
B. The Telecommunications Systems Section and
Vehicle Maintenance Section respectively, shall
maintain the master inventories of departmental radios and vehicles.
C. Inventory printouts shall be distributed
annually to each division-level commander.
D. Each division-level commander shall be
responsible for the accuracy of the inventory of
equipment (including computer equipment) and
property for his or her element. He or she shall
audit the printout against the present inventory
for any changes or discrepancies. Examples of
computer/computer-related equipment include central
processing units, monitors, printers, digital cameras, and software.
1. Report any changes or discrepancies to the
Finance Division and submit a Transfer/Disposal of Equipment e-form.
If the item is lost, missing, or stolen, a copy of
the police report shall be submitted as an attachment to the e-form.
2. Submit a To/From report to the Finance
Division for equipment that is obsolete or
uneconomical to repair. Upon the Finance
Division’s approval, the element commander
shall submit a Transfer/ Disposal of Equipment
e-form to have the item removed from his or her element’s inventory list.
E. While each division-level commander is
responsible for the inventory of computer equipment
for his or her element, the movement, exchange,
and/or transfer of computer hardware and software is governed by
Policy 8.08, USE OF COMPUTER HARDWARE AND SOFTWARE.
F. The Finance Division shall return a copy
of the documents supporting any changes to the
division-level commander, who shall maintain the
copy with the division’s inventory file.
G. Personnel Rotations
1. Whenever a division-level commander is
newly assigned to an element, he or she shall,
within 30 days after assuming command, prepare
and submit to the Finance Division an inventory
report of all property items.
2. Whenever a supervisor at a lower level
in charge of a special detail is newly assigned
to an element, that supervisor should prepare
and submit to his or her division-level commander
an inventory report of all property items for that special detail.
3. Any discrepancies in the inventory report
shall be investigated and resolved by the division-level commander.
H. Disposal or Interdepartmental Transfer of FACS Equipment and Property
1. The disposal of any city or department-owned
FACS equipment or property shall require a To/From
report by the requesting division-level commander
to the Finance Division. Upon the Finance Division’s
approval, the element commander shall submit a
Transfer/Disposal of Equipment e-form to have the
item removed from his or her element’s inventory list.
2. The transfer of any city or department-owned
FACS equipment or property shall require the submission
of a Transfer/Disposal of Equipment e-form by the requesting
division-level commander via channels to the Finance Division.
3. The Finance Division shall take appropriate action
to dispose of the FACS equipment or property.
DISTRIBUTION OF EQUIPMENT AND PROPERTY
A. The Property and Supply Section is responsible
for the issuance and reissuance of departmental equipment,
property, and supplies to authorized users.
1. Issued items are assigned and documented to individual employees.
2. A reissued item is commonly referred to as the
replacement of a lost, stolen, or damaged issued item.
B. Employees shall be responsible for and account
for all personal property assets that are assigned to them.
They are responsible for the proper use, maintenance, and
security of all required equipment and supplies.
1. Individual Property Receipt, HPD-115 Form
This form is used to acknowledge receipt of and
responsibility for an issued item or items that
are issued to an employee. It is a record keeping
system for an officer’s individual property, providing
the latest information on issued and reissued items by
date issued and date scheduled for replacement.
2. Individual Automobile Record, HPD-115A Form
This form is used to acknowledge receipt of and
responsibility for issued items for the subsidized
vehicle of an authorized, motorized officer. It is
a record keeping system for an officer’s individual
property, providing the latest information on issued
and reissued items by date issued and date scheduled for replacement.
3. Outstanding Departmental Equipment, HPD-456 Form
Upon the employee’s retirement, resignation, or death,
this form is issued by the Property and Supply Section
for the return of issued items.
C. Uniform and equipment items used in police
service shall be limited to those prescribed by the
department. Employees desiring to use personal
equipment shall have written approval of the Chief of Police.
The city may reimburse an employee for personal items
damaged while performing official duties. Reimbursements
shall be in accordance with respective collective bargaining
agreements and Policy 2.16, REQUEST FOR REIMBURSEMENT OF
DAMAGED, LOST, OR STOLEN ITEMS.
D. The Departmental Requisition e-form shall be
used to receive materials and supplies that are stocked
in the Property and Supply Section.
E. Reissuance of Department-Issued Items
The reimbursement for the replacement and/or repair
costs of lost, stolen, damaged, or destroyed departmental
property shall be guided by the collective bargaining agreements.
The items shall remain under departmental control.
1. Employees seeking reissuance of departmental
property or equipment shall submit, via channels,
a Request for Replacement of Issued Item(s) e form.
A copy of the applicable police incident report shall
be submitted as an attachment to the e-form.
2. The Finance Division commander shall review
the request and all available information before
rendering a decision for replacement.
3. Upon approval of the request, the employee
shall bring a copy of the approved e-form to the
Property and Supply Section to receive the replacement item(s).
a. In situations when immediate replacement cannot
follow the guidelines specified above, the employee may
obtain a loaned item upon the authority of the Finance
Division commander or designee.
b. The employee shall sign the appropriate
property receipt and shall be held responsible
for the return of the loaned property or equipment
in good working condition.
OPERATIONAL READINESS OF STORED ITEMS
Departmental equipment, property, and supplies
that are stored shall be maintained in a state
of operational readiness.
A. This responsibility rests with the commander
of the element to which the property is assigned.
The division-level commander shall establish procedures
necessary and consistent with the safekeeping, maintenance,
withdrawal and return, and inventory and investigation
of any loss, theft, or damage of authorized stored equipment and supplies.
B. The operational readiness of stored equipment
and supplies shall be inspected quarterly.
C. Fiscal procedures shall be followed in maintaining
the operational readiness of stored equipment and supplies.