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Police Administrative Division

The Administrative Division will be administered by the Administrative Lieutenant, who reports directly to the Major. The Administrative Lieutenant is responsible for support functions of the Operations Division and the Special Services Division. The Administrative Lieutenant is responsible for personnel training, Department computer systems, computer software, Department forms, general orders, special orders, budget preparation and grant management. The Administrative Lieutenant operates in conjunction with the Department’s Records Section and will have direct supervision over the Records Manager, including the Alarm Program and CAD record maintenance. The Administrative Lieutenant will attend various meetings and functions as required by the Chief of Police or Police Major.

Responsibilities

Responsibility 1: Maintain official records – The records custodian collects data related to all work product by the Department, including all calls for service, alarms, alligator complaints, accidents, citations, criminal cases, and internal affairs investigations. Records staff maintains all data as specified by State records retention laws.

Responsibility 2: Dissemination of public records – Police staff provides all records to the public as requested, this process mandates that all documents must be reviewed for accuracy and confidential information be redacted prior to its release. Certain public records must be accessible 24 hours a day, specifically warrant affidavits and stolen property reports.

Responsibility 3: Public records disposal – The records custodian is responsible for disposal and destruction of records that are not required for retention by State law. Each category of records is governed by different standards for retention. Staff must audit the records each year to maintain all records as required by State law.

Responsibility 4: Processing criminal and civil actions - Police staff processes criminal and civil traffic infractions and felony and misdemeanor arrests. On a daily basis, staff forwards all enforcement actions taken by police officers to the appropriate divisions within the Lee County Clerk of Courts for processing of court appearances and payment of fines.

Responsibility 5: Maintain Department subpoena database – Staff receives all subpoenas from attorneys and the courts and disseminates the subpoenas to Department employees. Staff also maintains a data-base to track the subpoenas.

Responsibility 6: Prepare court affidavit – Staff prepares affidavits that report all statutes are accurate on traffic citations prior to submission to the courts.

Responsibility 7: Florida Department of Law Enforcement reporting – The records custodian generates Uniform Crime Reports to F.D.L.E. on a bi-annual basis of all reportable crimes as determined and mandated by the Federal Bureau of Investigation. This report relates to: homicide, rape, robbery, domestic battery, kidnapping, arson, simple assault, aggravated stalking, aggravated assault, burglary, theft, drug arrest, bribery, embezzlement, fraud, blackmail, prostitution, DUI, gambling, weapons violations, and liquor law violations.

Responsibility 8: State of Florida Buckle-up Program – Staff prepares monthly statistics for the Buckle–up Program. These statistics relate to seatbelt violations that citations have been issued to enforce State Statute.

Responsibility 9: Track State issued citations – Staff accounts for all traffic citations, marine citations and driving under the influence citations issued to the Department.

Responsibility 10: City employee identification database – Staff maintains the citywide employee identification data-base and issues City identifications to all employees and emergency volunteers.

Responsibility 11: Maintain 9-1-1 and incoming phone recordings – The records custodian assesses the operability and maintenance of the 9-1-1 and incoming phone calls recording equipment. Staff checks the operability of the equipment every day to ensure the equipment is operating properly and if it is not operating properly, staff is to call 9-1-1 maintenance for repair.

Responsibility 12: Maintain all in-car patrol vehicle recordings – The records custodian ensures proper storage and maintenance of all in-car patrol vehicle records as set forth in Department policy and in accordance with State records laws.

Responsibility 13: Maintain stock of State and City approved reports – The records custodian maintains an adequate stock of approved forms for Departmental reports; including fingerprint cards, offense incident forms, false alarm forms, property receipts, accident reports, etc.

Responsibility 14: False Burglary Alarm Program – Officers respond to each reported burglary alarm and fill out the required Alarm Report. Staff monitors the reports for repeat false alarms and then notifies the homeowner of any violations and fines that are due. If homeowners do not pay their fines, staff coordinates with the Finance Department and Legal Department to place liens against the property.

Responsibility 15: Neighborhood crime reports – Staff prepares statistical crime and call rates for annual homeowner association meetings.

Responsibility 16: Department computers and software programs – Install, update and train personnel for all law enforcement applications.

Responsibility 17: Maintain personnel training files – Staff maintains a training file of all Department employees that includes copies of all training certificates for each class completed by employees.

Responsibility 18: Automated Training Management System – Staff maintains the training records of all certified police officers as mandated by the Florida Department of Law Enforcement in the F.D.L.E. Automated Training Management System. Officers must complete mandatory training in firearms annually, human diversity, FCIC / NCIC retraining, weapons of mass destruction, and incident command. Other training on the horizon is human trafficking. Additionally each officer is required to complete 48 hours of training every four years to maintain Florida certification.

Responsibility 19: Recommend and schedule personnel to training – Staff monitors training opportunities, recommends employees attend training classes, enrolls employees in training classes and schedules employees to attend training classes.

Responsibility 20: Coordinate hiring Department personnel – Staff reviews, assess, tests and makes recommendations regarding which candidates to hire for vacant positions within the Department.

Responsibility 21: Regional Training Council – Staff attends annual and quarterly Regional Training Council meetings to participate in determining the need for specific advanced law enforcement training classes in hopes of bringing the classes to the police academy for staff to attend.

Responsibility 22: Electronic booking – Staff ensures the Lee County electronic booking procedures are completed as pre-determined by the Lee County Electronic Booking Report Steering Committee. The procedures mandate that all arrests made in the County require the initial booking sheet are transmitted electronically to the Lee County Jail.

POLICE DEPARTMENT ADMINISTRATION DIVISION - EXECUTIVE RESPONSIBILITIES

Responsibility 23: Develop and implement Department policy – The Police Chief develops, maintains and implements Department rules and policies based upon best practices and legal opinions. Staff follows and abides by all rules and policies. The policies are reviewed and updated on an annual basis or as the need arises.

Responsibility 24: Prepare Department budget – The Police Chief prepares a budget for all functions that fall within the parameters of span of control; including Police Department, emergency management, weigh station, and parking enforcement enterprise fund on an annual basis.

Responsibility 25: Public Information Officer – The Police Chief disseminates information to the public regarding crimes, crime prevention, emergencies and all other information related to police actions.

Responsibility 26: Purchase Department supplies and equipment – Department staff purchases all required supplies and equipment following the City purchasing policy. This includes request for bids if required and preparation of all associated documents needed to affect a purchase.

Responsibility 27: Department inventory control – Department staff tracks and accounts for all inventory and equipment issued to employees.

Responsibility 28: Liquidate Department property – Department staff formally requests the liquidation of obsolete equipment and equipment to be traded in for new equipment. This is done by requesting in writing to the Finance and Legal Departments and bringing before City Council.

Responsibility 29: Track Department budgets – Department staff tracks all expenditures to ensure no purchases violate City policy and funding is available for all purchases. Provides semi-annual update to City Council regarding status of budget.

Responsibility 30: Prepare and submit payroll – Department staff prepares and submits all applicable information, enters payroll data into HTE; and completes all required documentation for hours worked, vacation time off and sick time off. The documentation is then transferred to the Finance Department to complete payroll.

Responsibility 31: Track Department human resources – Department staff tracks all vacation time in order to ensure staffing is adequate for operating all road patrol functions and support functions.

Responsibility 32: Employee performance evaluations – Supervisory staff completes annual and probationary performance evaluations. Documentation includes support for all observations regarding need for improvement, training requests and acknowledgement of accomplishment.

Responsibility 33: Internal affairs investigations – The Police Chief initiates all internal affairs investigations based on citizen complaints or improper employee actions. A final action summary is completed that identifies the initial complaint and a determination of unsubstantiated or substantiated with recommendations for discipline or other corrective actions if necessary.

Responsibility 34: Track crime statistics and trends – The Police Chief tracks police activity, crime statistics and trends to determine staff allocation and for determining needs for budgeting.

Responsibility 35: Fleet management – Department staff purchases, equips and completes daily maintenance on all Department vehicles. Maintain all patrol vehicle equipment: radar units, video units, radio, emergency lights.

Responsibility 36: Attend Weekly Executive Staff meetings – The Police Chief and the Emergency Management Coordinator attend weekly executive staff meetings to plan and discuss City business.

Responsibility 37: Attend annual homeowner’s association meetings – Police staff attend annual homeowners association meetings to present information regarding crime prevention, crime trends and the state of crime on Sanibel.

Responsibility 38: The Sanibel Municipal Police Officer’s Pension Trust Fund – Police administrative staff performs the administrative, secretarial and recording secretary duties for the pension board. Two police officers are voted to sit on the pension board.

Responsibility 39: Participate in Southwest Florida Police Chief’s Association – The Police Chief maintains an active membership and participates in Southwest Florida Police Chief’s monthly meetings. The purpose of this is to foster professional working relationships with other regional law enforcement professionals and disseminate pertinent information regarding training, legislation, operational advancements and crime trends.

Responsibility 40: Special event planning – Police staff recommends and approves parking plans, traffic control, security and safety related issues regarding applications for special events; including Independence Day parade, Independence Day fireworks, craft fairs, fund raisers and all public requests for special events.

Responsibility 41: Union relations and negotiation – Police Chief participates on the City negotiation team with the Fraternal Order of Police and works with the union representative as issues arise.

Responsibility 42: Mutual aid agreements – Police Chief works with other law enforcement agencies to develop and participate in mutually beneficial programs and agreements for assistance.

Responsibility 43: Research – Police Department staff researches issues related to changing laws, Ordinances, staffing, salary and benefits; such as: watering rules, segways, sexual predators, solicitors, take home vehicles, salary comparisons, bicycle equipment, bike path uses, vehicles on beach, etc.

Responsibility 44: Liaison with Federal Bureau of Investigations – The Police Chief attends meetings and maintains a working relationship with the area Federal Bureau of Investigations supervisor.

Responsibility 45: Liaison with Florida Department of Law Enforcement - The Police Chief attends meetings and maintains a working relationship with the local Florida Department of Law Enforcement supervisor.

Responsibility 46: Liaison with United States Secret Service – The Police Chief attends meetings and maintains a working relationship with the local United States Secret Service representative.

Responsibility 47: Liaison with United States Customs – The Police Chief attends meetings and maintains a working relationship with the local United States Customs supervisor.

Responsibility 48: City Safety Committee – Police staff participate in the City Safety Committee to determine improvements to and compliance is being met with the City of Sanibel safety rules.

Responsibility 49: Community Service – Police staff manages any citizens requesting court ordered community service work and documents the services completed for review by the Lee County Supervisor of Probation.