POLICY & PROCEDURE MANUAL - City of Champaign

CHAMPAIGN POLICE DEPARTMENTPOLICY and PROCEDURE POLICY NUMBER: 17.5SUBJECT: AGENCY OWNED PROPERTY EFFECTIVE DATE: 10/01/09REVISED DATE:REFERENCE ILEAP:INDEX AS:ADM.15.04ADM.19.0317.5.1 INVENTORY CONTROL17.5.2 ISSUING / RE-ISSUING AGENCYOWNED PROPERTY17.5.3 OPERATIONAL READINESSPURPOSE:The purpose of this policy is to establish procedures forthe ordering, distribution, disposition, and accounting ofproperty in the possession of the Department.DEFINITIONS:Expendable Property: Includes general operating suppliessuch as office supplies, ammunition, batteries, etc.Fixed Assets: Capital outlay purchases including vehicles,furniture, cameras, pistols, special weapons, andcomputers, etc.Operational Readiness: Care and cleaning, preventivemaintenance, repair, workability, and responsiveness.Personal Equipment: Department-issued items includinguniforms, jackets, batons, etc.POLICY:17.5.1 INVENTORY CONTROLA. The Department shall maintain accurate recordsregarding the maintenance and inventory of agencyowned equipment.B. Responsibility for the maintenance of all Departmentproperty and facilities is delegated to the DeputyChief of Operational Support.C. In performing this function, the Deputy Chief ofOperational Support or his designee shall:1. Maintain a current inventory of all agency-ownedequipment valued at $1,000.00 or more. Officefurniture and fitness equipment are exempt fromthis requirement. On a periodic basis averification of the inventory shall be performed.The specific responsibility of this inventory is asfollows:a. All computers and computer-relatedequipment shall be inventoried by the City ofChampaign Information TechnologyDepartment.b. Range equipment, firearms, and ammunitionshall be inventoried by the supervisor incharge of the Firearm’s Cadre.c. Vehicles and related equipment shall beinventoried by the City of Champaign FleetServices Division.d. All mobile and portable radios shall beinventoried by the Deputy Chief ofProfessional Standards.e. SWAT equipment shall be inventoried by theSWAT Commander or his designee.f. Crime Scene Unit equipment shall beinventoried by the Unit Supervisor or hisdesignee.g. Equipment assigned to ElectronicTechnicians Unit shall be inventoried by theUnit Supervisor or his designee.h. All other equipment shall be inventoried bythe Deputy Chief of Operational Support orhis designee.2. Maintain current written records on all personalequipment purchases by date, item and, whenapplicable, person to whom the items wereissued.3. Maintain current written records of itemsdamaged, replaced, retired, destroyed, or lost.D. In cases of agency-owned property being reportedlost or stolen, the Deputy Chief of OperationalSupport shall be notified immediately.1. The person who notices an item lost or stolenshall without delay prepare a detailed writtenreport of the incident and forward it to theirimmediate supervisor.2. The supervisor receiving the report shall reviewit, attach their comments and recommendations,and forward the correspondence through theirchain of command.2. The Deputy Chief of Operational Support will beresponsible for investigating all incidents of lostor stolen agency-owned equipment and formaking a report of his findings to the Chief ofPolice.E. Department members are responsible for the careand safekeeping of agency-owned equipment issuedto them. If a Department member notices problemsor deficiencies with equipment assigned to him, suchdeficiency shall be immediately reported to asupervisor.Page 1 of 2