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G.O. 04 LONGWOOD POLICE DEPARTMENT GENERAL ORDER NUMBER: GO - 04 SUBJECT: VEHICLE MANAGEMENT EFFECTIVE: SEPTEMBER 18, 2001 REVISED: JUNE 1, 2021 GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 1 OF 11 I. PURPOSE: The purpose of this general order is to establish procedures governing the use of police department vehicles. Addressed within this general order are policies for care and maintenance, transportation of passengers, and accidents involving police department vehicles. This directive also addresses the use of private vehicles utilized by employees in the furtherance of police department business. II. SCOPE: This directive applies to employee’s assigned permanent or temporary use of a police department vehicle. Failure of an employee to follow this directive may result in the loss of take-home privileges or disciplinary action. III. DEFINITIONS: A. Assigned Vehicle: A vehicle assigned to an employee as part of the equipment necessary to the employee’s job task; may also be referred to as a take home vehicle. B. Marked Vehicle: A vehicle that has been conspicuously marked with recognizable colors, department name and/or insignia, and identification numbers. Marked vehicles are typically assigned to enforcement functions. C. Pool Vehicles: A vehicle maintained by the police department for alternate or substitute purposes and for general use by employees on a day to day basis. IV. AUTHORIZATION: A. Employees assigned a vehicle will be aware such assignment is a privilege and not a right of employment. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 2 OF 11 B. No employee will operate a police department vehicle without possessing a valid Florida driver’s license. The class of license will be appropriate to the employee’s job task. C. If an employee’s license to drive becomes suspended or revoked, the employee will notify his/her supervisor prior to his/her next tour of duty. D. Prior to utilizing a vehicle for purposes other than patrol duty, the employee is to seek authorization from the on duty supervisor. V. OPERATION: Employees will operate police department vehicles in a reasonable and safe manner, exercising due caution and judgment. Vehicles will be operated in compliance with police department directives governing emergency operations, motor vehicle apprehension, and the motor vehicle laws of the State of Florida or of any other state in which it is being used. VI. SAFETY PRECAUTIONS: A. All persons will wear the safety belt and shoulder harness while operating or riding as a passenger in any police department vehicle. Exception: Prisoners transported in the rear of a vehicle equipped with safety barriers or prisoner transport vans need not utilize seat belts unless at the discretion of the driver or as established by a specific directive. B. Whenever a police department vehicle is left parked and unattended, the keys will be removed, the windows will be closed, and the doors locked. Exception: When the vehicle is left running for the purposes of protecting a scene or for traffic control; however, the officer shall make every effort to secure the vehicle and its contents. C. All firearms will be removed from the occupant compartments of police department vehicles when the employee is off duty and not operating the vehicle, excluding long guns which can remain locked in a gun rack, if the vehicle is so equipped. D. While operating a police department vehicle while on duty or off duty, a police officer is required to have in his/her possession the official badge, body armor, handcuffs, credentials, and an approved firearm. It is incumbent upon each officer to offer assistance when and where needed, if within close proximity to a call for service. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 3 OF 11 VII. MAINTENANCE AND REPAIR: A. General: 1. An employee is responsible for the proper use, care, and maintenance of an assigned vehicle. 2. An employee will inspect his/her vehicle regularly. 3. The inspection will include the trunk and its contents, the passenger compartment, the fluids (fuel, oil, transmission, radiator, battery and brakes,) the equipment (lights, siren, and radio) and the exterior of the vehicle, including the tires and wheels. B. Supervisor Reports and Inspections: 1. Supervisors will submit a monthly mileage report to the patrol commander or other designated authority. The report will contain no less than: a. Vehicle mileage for each squad members assigned vehicle. b. Any other vehicle, which has been designated under a particular supervisor’s supervision or responsibility. 2. Supervisors will conduct a vehicle inspection of all vehicles assigned to members of their squads. These inspections will be completed in no less than monthly intervals. The inspections will include at a minimum: a. All assigned vehicle equipment. b. Vehicle fluids. c. Vehicle interior and exterior (for cleanliness and damage.) d. Vehicle tire condition. 3. The supervisor conducting the inspection will maintain inspection records for one year. Those records will be produced for inspection by the division commander via electronic copy and placed in Laserfiche for archiving. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 4 OF 11 4. Any officer who is found to have a vehicle in unsatisfactory condition during the inspection may receive disciplinary action and/or have their vehicle take home privileges suspended or revoked. 5. When a vehicle is to be left at a repair facility for maintenance, unattended by the employee, all weapons will be removed from the vehicle by the employee. 6. The interior of police department vehicles will be kept clean and free of dirt and trash. The exterior will be kept washed and waxed. C. Scheduled Maintenance: 1. Scheduled preventative maintenance is performed according to a schedule established by the designated authority. Members of the department, who have been assigned a vehicle, are required to adhere to the established preventative maintenance schedule. 2. If, for any reason, a department member fails to take his/her vehicle for scheduled preventative maintenance, the member shall notify his/her supervisor, in writing, of the reason for the missed service. Upon receipt of the notification, the supervisor shall forward it up through the chain of command for further review. Department members who miss their assigned vehicle service date may be subject to disciplinary action and/or have their vehicle take home privileges suspended or revoked. D. Unscheduled Maintenance: If a vehicle develops a mechanical problem, a vehicle service work order should be completed and forwarded through the chain of command. E. Routine Maintenance: 1. Gasoline, oil, transmission, brake fluid and battery checks: a. Vehicles are to be kept sufficiently fueled at all times. b. The oil, transmission, and brake fluid levels will be checked regularly and maintained at the proper level. c. Battery water levels will be checked where applicable. Terminals and cables will be kept free of corrosion. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 5 OF 11 2. Lights and tires: a. All lights will be properly adjusted and in working order. b. Tires will be properly inflated at all times and should be checked regularly for nails, excessive wear, cuts, or other defects. F. If any irregularity or damage is observed by an employee, all such observations will be immediately reported to their respective supervisor. VIII. POOL VEHICLES: A. Pool vehicles may be used: 1. For conducting police department business. 2. For conducting police department business by an employee whose assigned vehicle is being serviced or repaired. B. The on duty supervisor may modify restrictions governing the use of pool vehicles in consideration of availability and needs. C. An employee shall inform the on duty supervisor prior to utilizing a pool vehicle. Prior to use, an employee will sign out a pool vehicle utilizing the pool vehicle sign out log. D. Prior to operating a pool vehicle, the employee shall inspect the vehicle for any damage or defects. E. Taking a pool vehicle home: An employee may drive a pool vehicle home while his/her assigned vehicle is being serviced or repaired. Use of the vehicle may be rescinded by a supervisor based upon department needs and vehicle availability. Pool vehicles may be utilized for off duty details with the authorization of the on duty supervisor. IX. SPEEDOMETER CALIBRATION: A. The speedometer of every vehicle used in the capacity of traffic enforcement will have its calibration verified every six months. B. Vehicles that do not have a current certification of speedometer accuracy are prohibited from being used as speed measuring devices. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 6 OF 11 C. The original certificate of calibration will be filed in the Traffic Division office. A certificate copy will be maintained in each vehicle. X. SUPPLEMENTAL EQUIPMENT: A. The type of equipment to be carried in police department vehicles will be determined by the chief of police and department policy. B. No additional equipment or accessories personally owned or otherwise, will be installed by an employee into or on a police department vehicle without authorization from the chief or his designee: 1. All requests to install supplementary equipment or accessories shall be submitted through the employee’s chain of command. The request shall be via department memorandum and have attached any documentation or illustrations, which would demonstrate the need or use of the requested item(s). 2. Any personally owned equipment or accessories installed or stored in a police department vehicle are done at the requesting employee’s own risk. The police department is not liable for any theft or damage to personal equipment. XI. DEPARTMENT VEHICLE PARKING: In an effort to afford marked vehicles a more practical exit from the standard parking space, all units will park in accordance with this directive. Unless impractical or unsafe, due to limited spaces or time, all marked and unmarked patrol units, when parking, will be backed in to a parking space so that they may exit in a forward movement. This directive will apply to the parking lot of the police department only. XII. TRANSPORT OF PASSENGERS: A. Authorized transportation of civilians (ride-along): Only civilians authorized by this policy will be permitted to ride with an officer. B. Authorized civilians will include: 1. All non-sworn support personnel of the Longwood Police Department. 2. Any civilian rider requested by an officer. 3. Any civilian rider authorized by a command level officer. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 7 OF 11 4. Any person currently sponsored to a police academy. 5. Academy graduates pending employment with the Longwood Police Department. 6. Explorers in good standing and authorized under Explorer Post 212’s S.O.P. Manual. 7. Any Longwood Police Department volunteer Citizens on Patrol member. C. Upon request from an authorized source the following process will be adhered to for approval of a civilian rider: 1. With exception of those riders listed in paragraph B.1. and B.7., the civilian rider will complete a Rider Release Liability form. 2. The Rider Release Liability form will be approved by the shift supervisor. 3. Final approval must be obtained from a commander or higher prior to the non-employee being transported in a department vehicle. 4. Explorers will file a ‘blanket’ rider liability release form signed by the explorer’s parent or legal guardian. This form will be submitted through the explorer’s chain of command to the patrol commander. D. Any officer having a civilian rider for the first time will conduct an orientation during which time the following information will be covered: 1. The location of the radios and microphones, including the portable radio, channel selector, and portable emergency button. 2. Location of any weapons located in the vehicle. 3. Location of restraint devices in the vehicle. 4. Location of first aid kits and related health care items in the vehicle. 5. The procedure to ‘request assistance’ in the event the officer is injured subsequent to item ‘1’ above. 6. Those situations when it is permissible for the rider to exit the vehicle. Officers are prohibited from allowing civilian riders to exit their patrol vehicles and accompany them into situations which have a high risk of danger. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 8 OF 11 E. The rider shall not assist with criminal investigations or possess a firearm or other weapon, unless the rider is a sworn or bonded law enforcement officer. The law enforcement officer will be briefed by the employee on the Longwood Police Department response to resistance policy prior to riding. F. Civilian riders will dress in a professional manner. They are prohibited from wearing ball caps, shorts, sandals, and shirts without collars. G. At no time will riders handle a weapon of any type or interact with the public in a violent manner, unless summoned by the officer to assist in physically subduing a suspect during an emergency situation. H. No officer shall summon the assistance of a civilian rider unless the officer believes his life is in jeopardy and no other backup is immediately available. I. Explorer’s will strictly adhere to Explorer Post 212’s S.O.P. Manual. XIII. TRANSPORTATION OF PERSONS OTHER THAN POLICE DEPARTMENT PERSONNEL OR AUTHORIZED OBSERVERS: A. Police department personnel are authorized to transport prisoners, victims, witnesses, and other persons while in the performance of duty. B. An employee may transport other non-employees in a police department vehicle provided the non-employee in no way prohibits, prevents, or restricts the employee from responding to any call for service. C. With the exception of those persons listed in paragraph A of this section, probationary employees are not authorized to transport non-employees. XIV. TRAFFIC CRASHES (INVOLVING CITY OF LONGWOOD VEHICLES): A. Employees involved in a vehicle crash while operating a City of Longwood vehicle will immediately notify the Telecommunications Section of the crash location and the presence of any injury or road blockage. B. The Telecommunications Section will notify rescue and other fire department personnel if requested by the employee. The Telecommunications Section will notify the on-duty traffic unit to respond and investigate the crash, as well as complete the crash report. C. Through the chain of command, the chief of police will be notified of ALL traffic crashes involving city vehicles. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 9 OF 11 D. The on-duty supervisor will respond to the scene to conduct an in house investigation. The supervisor will gather as much information as possible surrounding the circumstances of the crash and will summarize said information in a written statement. The supervisor will obtain a written statement, if possible, from all other drivers and eyewitnesses present. The summarized report will be forwarded to the chief of police through the chain of command as soon as possible. E. In the event that the crash occurs outside the city limits of Longwood, the appropriate jurisdiction will be notified and requested to respond and investigate the crash. The on-duty traffic unit will also be requested to respond (if practical) and complete a parallel (in-house) investigation. F. In the event a traffic crash occurs when no traffic units are on-duty, the on-duty supervisor will notify the traffic division supervisor and advise him/her of the situation. The traffic division supervisor will decide whether a traffic unit will respond to the crash or if the on-duty supervisor will complete the investigation and report. G. The accident review board will review all crashes and incidents where damage occurs to a police department vehicle while in the custody and/or control of a department employee. Written findings and recommendations of the board will be forwarded to the chief of police. H. In the event of injury or death resulting from a traffic crash involving a police department vehicle, notification will immediately be made to the chief, through the chain of command. I. In the event of serious injury or death resulting from a traffic crash involving a police department vehicle, the employee operating the vehicle will be removed from duty until a preliminary administrative review is conducted. Said review will be conducted by person(s) designated by the chief of police. J. Injury to employee (special consideration of the on scene supervisor): 1. If the employee’s vehicle overturned in the crash, or if the energy force from the impact is deemed to be such that there is a possibility of serious injury, regardless of appearance, the employee and any passenger should be immobilized and transported to the hospital by fire rescue or ambulance. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 10 OF 11 2. Upon examination at the hospital, hospital staff will make a determination if the employee should be kept overnight for observation. Supervisors will support such decisions. 3. If the employee is injured, or alludes to any possible injury, worker’s compensation procedures will be executed. K. Damaged police department vehicles will be towed or driven to the police department and left pending repair. Appropriate equipment shall be removed from the vehicle. L. All communication with insurance companies, attorneys or others representing the police department or other involved parties will be made through or with prior knowledge of the chief. M. Employee’s involved in traffic crashes, shall make no statement as to responsibility and shall not advise the other party involved that the city will pay for the damages resulting from the crash regardless of who may be at fault. XV. SURRENDER OF VEHICLE: A. An employee will surrender an assigned vehicle and physically deliver it to the police station when: 1. Under suspension. 2. On restricted duty. 3. On a scheduled vacation, leave of absence, or other extended period as determined by the patrol commander or division supervisor. B. When a police department vehicle is to be returned for reissue or permanent surrender, the vehicle will be thoroughly inspected for missing or displaced equipment and the interior and exterior cleaned. XVI. PERSONALLY OWNED VEHICLES (MILEAGE REIMBURSEMENT): An employee who uses a personally owned vehicle on official police department business will be reimbursed at the official state rate. GENERAL ORDER VEHICLE MANAGEMENT GO – 04 PAGE 11 OF 11 A. Procedure: 1. When it becomes necessary to use a personally owned vehicle the employee will first obtain approval from the chief through the chain of command. 2. When approved travel has been completed, the employee will complete a Travel Expense Form, noting the date, time, purpose, destination, and total miles traveled. The employee will sign and date the form. 3. The completed form will be submitted to the appropriate supervisor for chain of command approval. The form will then be forwarded to the city finance department for payment. XVII. USE OF CITY VEHICLES: The following policy has been adopted by the chief and the City of Longwood for the purpose of outlining the use of a city owned vehicle on and off duty: A. Vehicles are assigned for City of Longwood official business only. B. Vehicles are not to be driven for personal use, unless the employee is on-call and has the ability to immediately respond to a work related call-out within a twenty minute response time. C. Only City of Longwood employees are to drive city vehicles. D. Stopping at commercial establishments will not be considered personal use provided: 1. The stop is on the route you would normally follow to your ultimate destination or no more than one or two miles out of your way. 2. You are on official business during normal working hours. 3. The stop will not reflect in an adverse manner on the department or the city. 4. Alcohol consumption is prohibited at any time within eight (8) hours prior to driving a city vehicle. An employee cannot stop at a bar, restaurant, or other establishment and consume alcoholic beverages while using a city vehicle.