Procedure Section 4 (Organization) Flashcards
5 Components of Department
The organization of the Department is aligned within five major components, providing for the separation of line functions from staff functions. These are designated as Detention Services Bureau, Law Enforcement Services, Human Resource Services, Management Services Bureau, Court Services Bureau, plus the Office of the Sheriff.
Each component is headed by an Assistant Sheriff/Director who reports to the Undersheriff.
4.12 LINE INSPECTIONS
Formal inspections are documented in writing and submitted to commanding officers. These inspection reports, #SO 84, include specific action taken to correct discrepancies and/or provide recommendations for long-range solutions of deficiencies discovered during the inspection.
Formal inspections will be conducted quarterly and areas covered will include but are not limited to the following:
Appearance/Grooming/ Uniforms
Required Safety Equipment
Weapons
Vehicle Condition and Required Equipment
Property
Formal inspections will also be conducted for “required” uniforms, per P&P 3.12. This inspection will be done in June, the last quarterly inspection for the fiscal year. Deputies will be inspected to ensure they possess all uniform items required of them by P&P 3.12. Deputies must not only possess the required items, the uniforms must also fit.
Uniforms will be inspected for appearance and whether or not they are in serviceable condition. If the uniforms are found to be in non-compliance during this inspection, the deputy will be required to sign a form #SO 83, noting which uniform items no longer fit or are missing. The deputy will also be given an expected due date for compliance. This form will remain on file at the station or detention facility until the deputy is able to purchase the requisite uniforms. This purchase must be within thirty days after receipt of their uniform maintenance allowance. Once compliance is met, the form will be signed off by the deputy’s supervisors as meeting the uniform requirements.
Bureau commanders, with the assistance of the Risk Management Unit, will establish guidelines, checklists and timetables to ensure these formal inspections are conducted according to established policy and procedures within each area of their command.
Follow up and corrective action reports are the responsibility of the station/unit commander and will be forwarded to the appropriate bureau commander.
Inspection sheets and corrective action reports will be retained by each station or unit for a period of one (1) year after which they will be purged. i.e. the last four (4) most recent inspections will be retained, all others will be purged.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Overview
Definitions
Committee: A committee is a group of people delegated to perform a particular task or on-going function.
Standing Committee: A committee that has on-going responsibilities and functions.
Ad Hoc Committee: A committee formed for a specific purpose, case, or situation.
Review Board: A review board is an organized body of investigators who review specific incidents and report their findings to a higher authority.
Responsibility
Each committee/review board shall have an assigned task and scope of responsibility.
Membership
Each committee/review board shall have a defined membership and a chairperson appointed by the Sheriff or Undersheriff. When indicated, a committee or review board may add other Department staff to its membership. A committee chair may select temporary committee members to establish membership rules for the formation of the committee.
Decision Making Authority
Each committee shall have a reviewing officer with final decision-making authority.
Each review board shall report its findings to the Office of the Sheriff, which shall have final decision-making authority.
Record of Proceedings
Each committee chairperson shall keep a record of their proceedings on file.
Reports generated by review boards shall be kept on file in the Office of the Sheriff, Legal Affairs.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Uniform and Safety Equipment Committee
Responsibility:
Consider any changes in the uniform, dress standards, safety equipment and personal equipment worn or used by Department personnel and making recommendations to the Sheriff relative thereto;
Maintaining and publishing, semiannually, a roster of authorized uniform dealers and their addresses and publishing, without delay, the names and addresses of any dealers added to or deleted from the list;
Supplying authorized dealers with copies of the Department’s uniform, safety and personal equipment specifications and Department directives pertaining to the same;
Originating and maintaining correspondence concerning uniform, safety and personal equipment matters.
Membership:
Chairperson - Assistant Sheriff, Human Resource Services Bureau, or designee;
Commander, Law Enforcement Support Command, or designee;
Three (3) members from the Law Enforcement Services Bureau, one of the rank of Captain or above, one Sergeant, and one Deputy Sheriff;
Three (3) members from the Court Services Bureau, one of the rank of Captain or above, one Sergeant, and one Deputy Sheriff or Detention/Courts Deputy Sheriff;
Three (3) members from the Detentions Services Bureau, one of the rank of Captain or above, one Sergeant-Detentions, and one Deputy Sheriff Detentions/Courts;
One Community Service Officer;
One (1) representative from the Deputy Sheriff’s Association; and,
Others as approved by the chairperson.
Reviewing Officer:
The Undersheriff is the reviewing officer on all matters within the jurisdiction of the Uniform and Safety Equipment Committee.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Strategic Planning Committee
Responsibility:
The Office of the Sheriff’s Strategic Planning Manager shall be responsible for advising the
Sheriff and Undersheriff on all matters of major Department concern; including:
Charting the Department’s future strategy;
Reviewing and revising priorities and goals of the Department;
Directing a management planning system to devise long-range plans to enhance Department effectiveness;
Establishing task forces on an ad-hoc basis to formulate specific long-range plans;
Assigning Department command staff as task force leaders.
Membership:
Strategic Planning Manager/Senior Policy Advisor
Others as approved by the Strategic Planning Manager
Reviewing Officer:
The Undersheriff is the reviewing officer on all matters within the jurisdiction of the Long-Range Strategic Planning Ad-Hoc Committee.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-CIRB
Responsibility:
The purpose of this board is to consult with department legal counsel when an incident occurs which may give rise to litigation. The focus of the CIRB will be to assess the department’s civil exposure as a result of a given incident. The CIRB will carefully review those incidents from multiple perspectives, including training, tactics, policies, and procedures with the ultimate goal of identifying problem areas and recommending remedial actions so that potential liability can be avoided in the future.
The Standards and Compliance Manager of the Division of Inspectional Services shall ensure that a copy of all related reports is forwarded to each member of the Critical Incident Review Board, for each critical incident to be reviewed by the review board, within 30 days of the completion of the investigation, and no later than seven (7) days prior to the date of the Critical Incident Review Board convening. Copies of audio and video recordings will be available to members of the Critical Incident Review Board upon request.
Membership:
The Critical Incident Review Board shall consist of voting and non-voting members.
Voting members:
A Commander from Law Enforcement
A Commander from Court Services
A Commander from Detention Services
Non-voting members:
The Chief Legal Advisor
Commander from Human Resources
The Human Resource Services Bureau Commander shall chair the meeting.
Also in attendance shall be a representative from the Facility or Unit Commander from the employee’s chain of command, the Division of Inspectional Services Standards and Compliance Manager, Weapons Training Unit, In-Service Training Unit and Detention Training Unit.
The Division of Inspectional Services Sergeant, along with the investigator assigned to the incident must be present.
Other representatives may be requested to attend a CIRB at the discretion of the chair.
The Critical Incident Review Board shall convene as follows:
Preliminary Critical Incident Review Board:
Within two (2) weeks of the occurrence of a critical incident for a preliminary assessment.
Standard Critical Incident Review Board:
Within thirty (30) days of a District Attorney’s review letter involving a critical incident; and within thirty (30) days of the completion of the investigation of a critical incident.
When requested by the Sheriff, Undersheriff, Assistant Sheriff, or a board member.
The following incidents are deemed critical incidents and shall be reviewed by the CIRB:
In custody death, other than natural causes;
Use of deadly force by a department employee;
Pursuits resulting in any injury requiring hospital admittance or major property damage;
Death or serious injury resulting from action of a member of this Department;
Note: Serious injury means a serious impairment of physical condition, including but not limited to: loss of consciousness, concussion, bone fracture, protracted loss or impairment of function of any bodily member or organ, a wound requiring extensive suturing, and serious disfigurement.
Law Enforcement related injuries requiring hospital admittance;
Discharge of a firearm by sworn personnel;
Any other incident involving the discharge of a firearm, major property damage, or
major vehicle damage by a member of this Department or other critical incident which, in the judgment of the Sheriff, Undersheriff, Assistant Sheriff, or board member warrants review.
Presentation:
At the beginning of the CIRB the investigators involved in the investigation of the critical incident will present facts and circumstances to the members of the CIRB. At the conclusion of the presentation each board member will have an opportunity to question the investigator regarding the specific facts and circumstances surrounding the critical incident.
Additional Investigation:
If after the presentation, additional investigation is determined to be necessary, the CIRB will continue the proceedings and return the case to the Standards and Compliance Manager of the Division of Inspectional Services for further follow up. The Division of Inspectional Services is responsible for working with the investigators involved in the case to ensure that all follow up investigations are completed appropriately and timely. The matter shall be reset for hearing before the CIRB within 30 days of being returned for follow up.
Policy Violations:
After hearing from all necessary parties, the three Commanders will vote to make a determination as to whether or not a policy violation may exist.
If a majority of the voting members determine that a policy violation may have occurred, the case will be forwarded to Internal Affairs, assigned an Internal Affairs case number and investigated. After the case is investigated by Internal Affairs, the case will be forwarded to
the command for review consistent with the Department’s policies and procedures. If, after an Internal Affairs investigation, it is determined that no violation occurred, then the Internal Affairs case will be forwarded through the command to be reviewed and approved by the voting members of the Critical Incident Review Board.
If, during the Critical Incident Review Board, the majority of the voting members determine that no policy violations have occurred, the CIRB case will be forwarded to the Standards and Compliance Manager of the Division of Inspectional Services for the generation of a report, consistent with the Board’s findings, at the conclusion of the CIRB.
Training:
The CIRB is also tasked with making recommendations for training based upon the analysis of critical incidents. If the Board identifies significant training issues, the Board will direct those issues to the Training Lieutenant. The Training Lieutenant will be required to prepare a written report to the Standards and Compliance Manager of the Division of Inspectional Services within thirty (30) days outlining the actions taken based upon the Boards direction.
Policies:
If the CIRB identifies policy issues of concern while reviewing a critical incident, the Board will direct its concerns to the Standards and Compliance Manager of the Division of Inspectional Services. The Standards and Compliance Manager will ensure that the proposed policy recommendations are prepared and present them for approval to SOPC within thirty (30) days of the CIRB.
Distribution of Reports:
Within seven (7) days of the CIRB, the Facility or Unit Commander, from the employee’s chain of command, will meet with the employee and debrief them as to the results of the CIRB. The Facility of Unit Commander will submit in writing to the Standards and Compliance Manager of the Division of Inspectional Services that the meeting has taken place.
Within forty five (45) days of the CIRB, the Standards and Compliance Manager of the Division of Inspectional Services will prepare a report summarizing the actions and conclusions of the board. The CIRB report shall contain specific findings with regard to whether the review board found any policy violations, and training or policy issues, as well as what actions were taken by the department. A copy of the CIRB Confidential Report and other related reports shall be filed in the Legal Affairs Section, Office of the Sheriff.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Awards and Recognition Board
Responsibility:
The Awards and Recognition Board shall make determinations regarding the appropriateness of all Departmental awards, with the exception of the Report of Exemplary Performance. (Related section 3.23)
Membership:
Chairperson: Commander, Human Resource Services Bureau
Commander, Law Enforcement Services Bureau
Commander, Detention Services Bureau
Commander, Court Services Bureau
Public Information Officer, Public Affairs
Representative, Management Services Bureau
Representative, Deputy Sheriff’s Association
Other Departmental personnel may participate on this board at the request of the chairperson.
Reviewing Officer:
The Undersheriff is the reviewing officer on all matters within the purview of the Awards and Recognition Board
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Employee Recognition Committee
Responsibility:
The Employee Recognition Committee shall ensure nominations meet the criteria and determine the award limits for cash awards and leave awards at the beginning of each fiscal year. (Related section 3.49)
Membership:
Chairperson: To be elected by members of the committee.
Membership consists of one professional staff member from the following:
Detention Services Bureau
Law Enforcement Services Bureau
Court Services Bureau
Management Services Bureau
Human Resource Services Bureau
Office of the Sheriff
Public Affairs
Reviewing Officer:
The Assistant Sheriff of the Human Resource Services Bureau is the reviewing officer for all matters within the purview of the Employee Recognition Committee
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Information Technology Policies and Priorities Committee
Responsibility:
The information Technology Policies and Priorities Committee (ITPPC) is the review body for the proposal and institution of information technology related policies, procedures and project
priorities. Additionally the committee:
Evaluates the IT strategies and initiatives
Scrutinizes the scope and priorities of projects
Visualizes the importance of short and long term IT objectives
Balances automated business process needs against fiscal constraints
Factors in architectural and infrastructure related impacts
Clearly identifies staffing requirements short and long term
Makes informed recommendations to the Executive Management Team (EMT)
Reviews and recommends IT policies, procedures and priorities for EMT adoption and approval
Membership:
The committee is comprised of Commanders from each bureau that are knowledgeable about the importance of information technology and the importance of specific initiatives as they relate to the mission of the Sheriff’s Department.
Sub-Committee:
The ITPPC shall establish an Information Technology Sub-Committee responsible for reviewing and making recommendations to the ITPPC relative to new projects and/or technologies as they become available.
Sub-Committee Membership:
The sub-committee will be chaired by a Captain and will have representatives assigned from each bureau as necessary.
Reviewing Body:
The Executive Management Team shall be the reviewing body for all matters under the purview of this committee.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Sheriff’s Operational Planning Committee (SOPC)
The Chairperson shall be responsible for developing the agenda for the SOPC meetings. Recommendations will be presented to the Sheriff and Undersheriff at the weekly standing meeting with the Assistant Sheriffs and the Executive Director by the Chairperson. The responsibility for documenting the activities of the SOPC shall fall to the person serving as the Chairperson. Meetings will be held twice a month.
Responsibility:
Act as a clearinghouse for the development of department-wide plans relating to the acquisition and deployment of financial resources;
To review and make recommendations to the Sheriff, Undersheriff and Assistant
Sheriffs/Executive Director concerning major projects, re-organizations of Department bureaus, and revisions to Department policies and procedures;
To support the development of the Department’s five-year financial forecast by reviewing and recommending operational priorities, funding sources and where necessary, program reductions;
To serve as the Department’s Unfunded Needs Committee in order to set priorities and allocate funding for one-time and/or short term projects or equipment acquisition with the independent authority to allocate funds for projects up to $250,000 with the concurrence of the Chief Financial Officer. Recommendations for higher amounts shall be forwarded to the Sheriff, Undersheriff and Assistant Sheriffs/Executive Director.
To serve as the Department’s Grants Committee, wherein grant funded programs are reviewed, monitored and usage of grant funds are discussed, prioritized, approved or disapproved as appropriate. The grant programs to be reviewed shall include but not be limited to those related to program enhancement, homeland security, routine equipment acquisition and technology.
To serve as the implementing body for the Sheriff’s project and/or program reviews as outlined in the Sheriff’s Business Planning System (SBPS). SOPC participants shall nominate projects and/or programs suitable for review from their respective bureaus. The intent of the reviews is to establish project priorities, make resource allocation decisions or recommendations and to ensure proper adherence to the Department’s mission, vision, values and policies and procedures.
Membership:
The chairperson and vice chairperson positions shall rotate amongst the voting members every two years. All decisions by the SOPC, including the selection of the chairperson and vice chairperson shall be made on a consensus basis.
A quorum, comprised of 50% +1of the voting committee members, must be met to hold a meeting.
Voting SOPC members shall include:
All Sheriff’s Commanders
Chief Financial Officer
Director of Support Services
Sheriff’s Senior Policy Advisor
Technology Manager
Others as approved by the Chairperson
Reviewing Officer:
The Undersheriff shall be the reviewing officer for all matters under the purview of the Sheriff’s Operational Planning Committee.
4.23 DEPARTMENT COMMITTEES AND REVIEW BOARDS-Forms
Responsibility:
The Forms Committee is responsible for:
Ensuring a centralized forms control function within the Department through design, modification, consolidation and print approval of all Department forms.
Purging of all unnecessary, duplicative or outmoded forms.
Membership:
Chairperson – Executive Director, Management Services Bureau or designee
Other members as appointed by the chair, upon approval of the Executive Director, Management Services Bureau.
Reviewing Officer:
The reviewing officer for the Forms Committee is the Executive Director, Management Services Bureau. (9-1-16)
4.24 RISK MANAGEMENT UNIT-Goals/functions
The goal of the Risk Management Unit shall be to prevent and reduce workplace injuries, increase operational efficiency by identifying, assessing and controlling exposures to risk in the Sheriff’s Department daily working environment.
All efforts designed to monitor, assess, manage and control the occurrence of employee health and safety issues and activities shall be referred to as “Risk Management”.
The Risk Management Unit shall be managed by a Senior Departmental Human Resources Officer and overseen by the Sheriff’s Human Resource Services Bureau Captain.
The Risk Management Unit shall work in a cooperative effort with the following Human Resource divisions/units to review, evaluate, and recommend resolutions to employee health and safety issues:
Personnel Division;
Training Division;
Internal Affairs Division.
Day-to-day exposures to risk shall be identified at the division level and referred to the Risk Management Unit for assessment and recommendations for resolution.
Risk Management Unit Functions
The following is a list of job functions coordinated by the Risk Management Unit:
Work related injuries (Worker’s Compensation claims, disability retirements, injury leaves, modification of duties)
Compliance with Cal OSHA regulations and handling of complaints
Compliance with the Family Medical Leave Act
Catastrophic Leave requests
Mandatory physicals for safety members
Ergonomic evaluations of workspaces
Universal Waste Program
Coordinate Department Automated Electronic Defibrillator Program
4.24 RISK MANAGEMENT UNIT-Notifications
The Risk Management Unit shall be informed in accordance with the Communications Center call-out procedure immediately of any of the following incidents:
Serious injury that results in hospitalization or death of an employee.
Serious vehicle accident that results in hospitalization or death of an employee.
Violation of Cal/OSHA regulations.
An employee’s immediate supervisor shall provide the necessary documents and, as soon as practical, notify the Risk Management Unit of the following:
Any employee or volunteer injury that occurred on duty
Any off duty injury or employee condition that requires modification to a work assignment
Any request for Family Medical Leave or Catastrophic Leave
Any violation or complaint about Cal OSHA Regulations (03-30-09)
(Reviewed 4-11-2011)
4.25 DIVISION OF INSPECTIONAL SERVICES-Goals
The Division of Inspectional Services (DIS) is assigned to the Office of the Sheriff. The goal of the Division of Inspectional Services shall be to prevent and reduce liability costs, increase operational efficiency by identifying and assessing the actions that expose staff to risk in the daily working environment.
Division of Inspectional Services shall assist Department management in the identification of risks and the evaluations of internal controls and business processes. Recommendations will be made to Department management that promote efficient, effective, and economical delivery of law enforcement services.
4.25 DIVISION OF INSPECTIONAL SERVICES-Functions
The following job functions are coordinated by DIS:
Vehicle Operations related to pursuits, collisions, and other driving errors resulting in injury or property damage including off-road vehicle use.
Use of Force (lethal/nonlethal weapons, physical restraint, officer involved shootings, law enforcement K-9 bites, etc.).
Application of Law (laws of arrest, forcible entry, search and seizure, tactical operations, etc.).
Department Policy and Procedure Review and Update.
All County Claims
DMV Driver’s License Pull Program
Jail Conditions (including inmate medical/psychiatric care).
Prison Rape Elimination Act (PREA) Coordinator
