G.O. 04
LONGWOOD POLICE DEPARTMENT
GENERAL ORDER
NUMBER: GO - 04
SUBJECT: VEHICLE MANAGEMENT
EFFECTIVE: SEPTEMBER 18, 2001
REVISED: JUNE 1, 2021
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.