400-14 Control of Police Department Property Flashcards
OPERATIONAL READINESS OF STORED PROPERTY
Commanders are responsible for ensuring all department equipment and property stored under their immediate authority is kept in a state of _____. In addition, commanders are responsible for the correct storage, physical inventory, inspection, maintenance, and disposition of the equipment and property under their authority.
operational readiness
INVENTORY DATABASE
Employees are responsible for assigned City property until it is officially removed from their care and the removal is properly documented and logged into the department’s designated inventory database, the _____. EAM is accessible through the department’s Intranet Portal.
Enterprise Asset Management system (EAM)
INVENTORY OF DEPARTMENT PROPERTY
All commands, offices, divisions, units, and squads shall maintain a current and accurate inventory in EAM. EAM shall be updated with transactions such as acquisitions, transfers, and disposals with the appropriate documentation. The only exception is for_____, which shall be inventoried and entered into EAM regardless of the value.
department-owned firearms
Note: Enterprise Asset Management system (EAM)
INVENTORY OF DEPARTMENT PROPERTY
HPD Inventory Control and Capital Asset Tags
Each HPD asset valued at $250 or more (except furniture, which has a threshold of $2,500 and above) shall have an HPD inventory control tag. If the HPD asset is valued at $5,000 or greater, it shall also have a _____.
HPD inventory control tags can be obtained from the _____. Capital asset tags are obtained from and affixed by Office of Budget and Finance (B&F) Fixed Asset Group personnel.
The tags shall be affixed in such a way as to be readily visible, but not likely to be marred or defaced. If tagging is not feasible due to size of item, location, or operational use (e.g., undercover, surveillance, or firearms) the assigned tag number shall be recorded and kept in the division’s inventory file or in another
location at the discretion of the division’s commander.
Vehicles are not tagged. Instead, _____ shall be used.
1) secondary tag
2) Office Services Section of the Office of Planning & Data Governance (OPDG)
3) shop and vehicle identification numbers (VIN)
INVENTORY OF DEPARTMENT PROPERTY
Divisional Inventories
Starting in December and finishing no later than _____ , all divisions shall conduct an annual physical inventory of all property valued at $____or more (except furniture and firearms as noted above). Division commanders shall send their inventory results via correspondence along with the Annual Inventory Form to the division’s assistant chief or director and send a copy to B&F.
The Annual Inventory Form can be obtained from B&F Fixed Asset Group personnel.
The working papers used during the inventory process shall be kept in the division’s files for reference and review. In addition, the B&F Fixed Asset Group shall provide each division a list of that division’s capital assets valued at $____or more for the purpose of verification. These inventory findings are recorded in the City of Houston’s Systems Applications and Products (SAP) financial system.
Risk Management Division may conduct separate asset audits at any time.
1) April 30th
2) $250
3) $5,000
TRANSFER OR DISPOSAL OF CITY PROPERTY
The procedures in this section apply to all City of Houston owned property unless otherwise indicated. These procedures do not apply to computer equipment, computer peripherals, or fleet equipment. The _____ shall relocate, dispose, and maintain an inventory of all microcomputer hardware, components, and software (see General Order 400-19, Microcomputer Regulations). HPD Fleet Unit shall coordinate fleet equipment inventory.
Office of Technology Services
TRANSFER OR DISPOSAL OF CITY PROPERTY
Transfer of Grant Funded Property
Transfer of grant funded property to another division may occur only with written approval from the _____. The documentation of a completed transaction shall be forwarded to the B&F Grant Section.
B&F Grant Section
TRANSFER OR DISPOSAL OF CITY PROPERTY
Transfer of Non-Grant Funded Property
The concerned assistant chief or deputy director has approval authority for the transfer of non-grant funded property.
When a division has items for transfer to another division, the _____ with the property shall email the division commander the request. The division commander shall email the assistant chief or deputy director requesting approval to initiate the transfer process.
inventory coordinator
OPDG:
Office of Planning & Data Governance
TRANSFER OR DISPOSAL OF CITY PROPERTY
Disposal and Salvage
When a division has items for disposal, the _____ shall email their division commander the Transfer or Disposal of Surplus Material form. This form is available on the department’s Intranet Portal.
inventory coordinator
TRANSFER OR DISPOSAL OF CITY PROPERTY
Disposal and Salvage
If the division’s assistant chief approves the disposal, the assistant chief shall forward an email with the inventory list indicating approval to the _____.
The OPDG shall determine if personnel assistance from the originating division will be needed to remove the items. The OPDG shall then contact the originating division to schedule pickup of the items for disposal. An authorized employee of the _____ shall sign the disposal documents when the items are picked up.
Upon receipt of the disposal correspondence, B&F shall retire the assets from the appropriate inventory database (SAP or EAM).
The OPDG shall check the paperwork for completeness and ensure the property is listed in the appropriate inventory database. The OPDG shall send the B&F Fixed Asset Group correspondence verifying that the items listed were disposed and whether the items were sent to surplus, transferred, or scrapped. The OPDG shall file copies of all related documents.
1) Deputy Director of the OPDG
2) originating division
CONVERSION OF PROPERTY TO HPD INVENTORY
Donations
When an outside entity (e.g., business, foundation) wants to donate items, merchandise, equipment, or money to the department, the commander of the concerned division receiving the items shall be responsible for ensuring the donations benefit the operations of the department.
If the property being donated to HPD has a value of more than $250, is considered “safety equipment” for the protection of employees, or is a technology or radio item, then it shall be evaluated by the concerned division below for consideration of acceptance.
a. _____ for all technology or radio related items.
b. _____for items that may be considered “safety equipment” for the protection of employees.
c. HPD _____ for vehicle related items.
d. HPD _____ for furniture related items.
e. _____ for all items being donated where there is any type of budgetary impact for future maintenance or licensing concerns. The concerned division shall initiate paperwork to the Chief of Police making an official request for consideration of formal acceptance.
a. Office of Technology Services for all technology or radio related items.
b. OPDG for items that may be considered “safety equipment” for the protection of employees.
c. HPD Fleet Management for vehicle related items.
d. HPD General Services for furniture related items.
e. B&F for all items being donated where there is any type of budgetary impact for future maintenance or licensing concerns. The concerned division shall initiate paperwork to the Chief of Police making an official request for consideration of formal acceptance.
Note: Office of Budget and Finance (B&F)
CONVERSION OF PROPERTY TO HPD INVENTORY
The 100 Club Purchases
The constitution and bylaws of The 100 Club dictate that all requests for assistance or funding must come from the…
In order to facilitate an effective relationship with The 100 Club, all correspondence requesting any type of funding or assistance from The 100 Club of Houston shall be forwarded to the _____ for evaluation and approval.
Only items designed for the _____ of officers may be requested.
Any information or assistance needed for a proper request can be obtained from the department’s liaison officer assigned to The 100 Club by the Chief of Police.
1) chief executive officer of the requesting law enforcement agency and be on departmental letterhead.
2) Chief of Police
3) welfare or safety
CONVERSION OF PROPERTY TO HPD INVENTORY
1033 Program
Property obtained through the department’s 1033 Program shall follow the agreement set forth in the current _____ contract.
State Plan of Operations
CONVERSION OF PROPERTY TO HPD INVENTORY
Firearms
Divisions intending to convert firearms to HPD inventory shall research each firearm (e.g., TCIC/NCIC). A documented TCIC/NCIC search shall be conducted every ____years on firearms with unknown histories.
Firearms with _____ shall not be converted to HPD inventory.
1) three
2) obliterated serial numbers
