A vehicle checklist shall be completed whenever a
city-owned, fleet patrol vehicle is dispatched and returned.
PROCEDURES FOR DISTRICTS WITH VEHICLE DISPATCHERS

A. Vehicle Maintenance Section (VMS)

The vehicle dispatcher/service writer is
responsible for inspecting each vehicle
before it is dispatched and upon its return
and for completing the appropriate version of the HPD-219 form series.

1. Complete the following sections of the
vehicle checklist form prior to a physical inspection:

a. License number;

b. Vehicle number;

c. Vehicle make; and

d. Beginning mileage.

2. Complete the physical preinspection of the
vehicle, following the legend on the form.

a. Depict all scratches and dents on the form’s graphic image of the vehicle.

b. Physically inspect each listed item and
appropriately check the box provided if any defect is found.

c. Note in the remarks section any discrepancies
that were not reflected in the initial checklist,
including any litter or personal items found in the vehicle.

(1) The inspecting dispatcher shall identify
each discrepancy with his or her initials and the date and time.

(2) The operator shall be notified of the discrepancies as soon as possible.

3. Upon completion of the preinspection,
the inspecting dispatcher shall approve and sign
in the appropriate space located in the lower
right corner of the form and include the date
and time. The vehicle dispatcher shall:

a. Make a copy of the checklist to keep
with the control register sheet until the
vehicle is returned for verification; and

b. Replenish emergency equipment (as listed
on the applicable checklist form).

B. Vehicle Operator

1. Upon receiving the checklist form from
the dispatcher, the vehicle operator shall note
the vehicle’s identification number and reinspect
the vehicle for verification purposes. The
operator’s inspection will be limited to the following items:

a. Scrapes and/or dents;

b. Chassis exterior;

c. Chassis interior;

d. Safety equipment;

e. Emergency equipment; and

f. Documents/speed check, motor vehicle
insurance, safety check, and registration.

2. If any deficiencies are found that
were not indicated on the vehicle checklist
form, the operator shall notify the dispatcher,
note each deficiency in the remarks section,
and identify each discrepancy with his or her
initials and the date and time.

3. Upon completion of the preinspection,
the operator shall sign the bottom left corner
of the form, include the date and time, and keep
the form for verification.

4. When the vehicle is returned, the operator
shall inspect the vehicle to verify that there are
no discrepancies with the checklist form. All
litter and personal items shall be removed from the vehicle.

a. Report any malfunction, criminal property
damage, or motor vehicle collision that occurred
while operating the vehicle. Turn in a copy of
the applicable property damage or collision report
to the Vehicle Dispatch Office of the VMS.

b. Complete the form and fill in the date,
day, beat, watch, ending mileage, net mileage,
and stall number in which the vehicle is parked.
Return the copy of the checklist form to the dispatcher.

C. Field Supervisor

Prior to the vehicle being returned, the field
supervisor in each district shall check those
vehicles under his or her supervision to verify
that there are no discrepancies with the checklist
form. Upon approval, the field supervisor shall
sign the operator’s copy of the form at the bottom left corner.
PROCEDURES FOR PATROL DISTRICTS WITHOUT VEHICLE DISPATCHERS

A. The operator of a city-owned, fleet vehicle shall,
prior to commencing patrol, thoroughly inspect the vehicle.

B. The assigned operator shall complete the
automobile checklist by entering the necessary
information and checking the appropriate blocks.
All discrepancies in the equipment shall be noted
in the lower portion reserved for remarks.

C. The operator shall submit a written work
request if any deficiency or missing equipment is
noted and replenish emergency equipment (as noted
on the applicable checklist form).

D. The completed automobile preinspection
checklist shall be verified by the field supervisor
from the officer’s district, who will sign the
form on the “Inspecting Dispatcher’s Signature”
line at the bottom right corner upon approval.

E. When the vehicle is returned, the operator
shall inspect the vehicle to verify that there are
no discrepancies with the checklist form. All litter
and personal items shall be removed from the vehicle.

1. Report any malfunction, criminal property
damage, or motor vehicle collision that occurred
while operating the vehicle. Turn in a copy of
the applicable property damage or collision report.

2. Return the copy of the checklist form to
the officer’s field supervisor who, prior to the
vehicle being returned, shall check the vehicle
to verify that there are no discrepancies with
the checklist form. Upon approval, the field
supervisor shall sign the operator’s copy of
the form at the bottom left corner.

F. The form shall be retained by the district
command for a period of one month and then destroyed.
PROCEDURES FOR NONPATROL ELEMENTS

A. Other departmental elements that have been
assigned vehicles shall be responsible for developing
appropriate vehicle usage accountability guidelines
in their manuals of operations to ensure the good
condition and safety of their vehicles.

B. Personnel using these vehicles shall ensure
that emergency equipment is replenished as necessary
through the Vehicle Dispatch Office of the VMS.
Personnel shall submit a “Request for Replacement
of Issued Item(s)” e-form for items that are lost or stolen.

A copy of the police report shall be submitted
as an attachment to the “Request for Replacement
of Issued Item(s)” e-form.