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03-16-04 Item 1e1(e OVERVIEW & OPTIONS OF THE POLICE TAKE HOME VEHICLE PROGRAM OVERVIEW & OPTIONS OF THE POLICE TAKE HOME VEHICLE PROGRAM Overview and Accomplishments to Date -The current Police Take Home Vehicle Program for Police Officer's and Sergeants was originally - implemented on February 29, 2000 by Chief Cokes Watson. -During the 2003/04 Budget process, the City Commission directed the City Manager to provide options for the Police Vehicle Take Home Vehicle Program. A vehicle phase- out program was prepared along with modifying and continuing our current plan. The Budget Committee also proposed sending back all police vehicles that were leased with potential savings of $102,000. After review by the police department, this proposal was impractical and unrealistic due to the fact that the department had not purchased or leased vehicles during 2002, 2003 or 2004. This would leave an aging out of warranty fleet of 1996, 1997, 1998 & 1999 vehicles for Uniform Patrol, CID and Staff resulting in there not being a sufficient number of vehicles left for each shift. -In October 2003, after Orlando Martinez de Castro was appointed Chief of Police and the 2003/04 budget was passed, Lt. Salerno was directed to conduct a physical inventory of the existing police fleet, which totaled seventy six (76) vehicles (own46 /lease30). This revealed that there were thirteen (13) vehicles not being used in the fleet. We immediately began to phase out these thirteen (13) vehicles to the auction by decommissioning vehicles due to age /mileage, vehicles beyond repair due to crashes and forfeiture vehicles beyond repair. The maintenance and insurance savings of these thirteen (13) vehicles was approximately $13,000. - Following the passing of the 2003/04 budget to reduce the number of leased vehicles, we started to prepare the 4 leased Ford Explorers to be shipped back to Mears Leasing in mid February and March 2004. The maintenance and insurance savings of these four (4) vehicles is approximately $4,000 without the buyout charge of $37,374 (not budgeted) for a total approximate savings of $17,000. The four (4) officers assigned to these vehicles received older owned vehicles within the police fleet. -As of February 2004, the police fleet consists of fifty nine (59) vehicles, owning 33 and leasing 26. -2- Police Take Home Vehicle Program The following are two options to consider for the Police Take Home Vehicle Program: A Vehicle Phase Out Program Included find a draft copy of the proposed vehicle phase out program and the proposed vehicle assignment. This program has potential projected savings of approximately $41,760 based on *.29 per mile (*144,000 miles) and would affect 30 officers. NOTE: Vehicles that are taken away from the officers will be re- assigned within the police fleet for Patrol, Criminal Investigations and Staff. There will be no additional leased vehicles returned for potential savings. Also, we could further reduce the police fleet by nine (9) vehicles to be re- assigned to other departments within the city for a total of fifty (50) vehicles. Note: *.29 per mile charge is based on the State of Florida's current charge for reimbursable mileage * *144,000 miles is based on mileage from the police station to the officer's residence back to the police station B Staving With The Current Program Staying with the current program for 2004/05 would have the Sergeant's and Officers with 32 take home vehicles which include marked, unmarked, rental /leased and motors. Seven (7) officers will continue not to have a take home police vehicle because the initial take home program was not completed due to budgetary constraints. Another option is that for the five (5) officers living outside of Miami -Dade County, that they be given the option to pay a *.29 per mile charge which would be applied from the county line to their residence and then from residence to the county line. If the officer chooses to opt out of the take home program, their assigned vehicle will be re- assigned to the pool fleet. Their contribution would be approximately $6,200 per year if the five (5) officers chose to participate. Other Points to Consider 1. By eliminating take home cars a majority of the marked vehicles would be used a minimum of 16 hours a day all by different drivers. There would be more maintenance (tires and oil changes), more mileage and more abuse to those vehicles. -3- 2. By eliminating take home car, there is unproductive time of approximately 15 minutes unloading equipment by the officer going off duty and approximately 15 minutes loading the vehicle with equipment by the officer coming on duty. That is approximately $90,000 a year based on 3,600 hours of unproductive time (.5 hours x 30 officers = 15 hours x 240 days = 3,600 hours x $25.00 per hour = $90,000). 3. The take home vehicle program allows officer's to respond to calls as soon as he enters the city limits. 4. The take home vehicle program also drastically reduces the wear and tear on the police vehicles allowing for longer life span for use within the city fleet. In the event of a sudden disaster — manmade or natural a rapid response and mobilization is essential. Police personnel responding to such a circumstance in their assigned vehicles reduces the response time, provides an adequate number of vehicles for full mobilization and when the situation dictates, eliminates the "down time" when transferring from 12 hour shifts Conclusion Historically, it has been the practice of the majority of police departments in Miami -Dade County as well as this department to replace /rotate vehicles out of the police fleet every four or five years for safety, liability and maintenance reasons. Due to various factors over the last three budget years (2002, 2003 & 2004) this has not occurred. Regardless of what decision is made with regards to take home cars, it is mandatory that eight (8) police vehicles be replaced within the police fleet in this upcoming budget. Below, find three different options: FINANCE /OWN: To finance the purchase of eight (8) 2005 police vehicles, there would be a cost of $45,600 per year ($475 per month per vehicle) to finance at 5% the cost over 5 years plus $64,000 for emergency equipment ($8,000 per vehicle). The total projected cost over five (5) years would be approximately $292,000. PURCHASE: To buy (cash) eight (8) 2005 fully equipped police vehicles (including emergency equipment) would be approximately $264,000 ($33,055) per vehicle. LEASE /OWN: There is a cost of $55,200 per year ($575 per month per vehicle) to lease eight (8) 2005 police vehicles plus approximately $64,000 for emergency equipment ($8,000 per vehicle). There is an optional buyout of $4,500 per vehicle. The total projected cost over four (4) years would be approximately $324,800. -4- Recommendation After review, it is our recommendation that the Finance /Own five (5) year option be considered due to the current low interest rates and potential long term savings of $32,800. BOTTOM LINE Eliminating the Take Home Car Program would save $58,760 the first year and $41,760 every year thereafter but, would cause approximately $90,000 of unproductive officers' time annually. So, the net negative effect of eliminating the take home car program would be $31,240 for the first year and $41,240 annually thereafter. Losing 1/2 hour of productive time per day is approximately 6% of the officer's work day, therefore a 6% reduction in productivity including revenue from citations, would likely result. Others Effects of Eliminating the Take Home Car Program: *Appearance and condition of police cars would deteriorate *Negative financial impact to 30 officers *Reduction of officers' pride and morale *Negative factor when recruiting new officers PLAN A TAKE HOME VEHICLE PHASE - OUT PROGRAM Take Home Vehicle Phase -Out Program Lieutenant Salerno was directed to conduct a physical inventory of the existing police fleet, which totaled 76 vehicles (own 46 /lease30). Lieutenant Ross and Lieutenant Salerno were directed to prepare a proposed Vehicle Phase -Out Plan. This plan could be implemented by phases and be completed by September 30, 2004. PHASE I This phase would be completed by March 31, 2004. returning two (2) leased Ford Explorers in February 2004 and two (2) 2000 leased Ford Explorers in March 2004 to Mears Leasing. Decommissioning, two (2) 1999 Ford Crown Victorias due to being damaged beyond repair from crashes and eleven (11) various forfeiture vehicles. These vehicles will be auctioned and the money recovered from the sale of these vehicles will be applied to General Fund and Police Federal Forfeiture Fund. This process will eliminate the oldest vehicles in the police fleet while maintaining the newer vehicles for uniform pool vehicles. These newer vehicles are still under warranty and in the long run will be cheaper to maintain. The removal of these seventeen (17) vehicles from the fleet will save the city approximately $8,500 on the annual cost of vehicle insurance and approximately $8,500 on the annual cost of vehicle maintenance. This will affect four (4) officers reassigning them older vehicles within the fleet. PHASE 2 This phase would be completed by July 31, 2004. Decommissioning one (1) 1990 Ford Crown Victoria, four (4) 1996 Ford Crown Victorias and six (6) 1997 Ford Crown Victorias due to age and mileage. The removal of the ten (10) additional vehicles from the fleet will save the city approximately $5,000 on the annual cost of vehicle insurance and approximately $5,000 in the annual cost of vehicle maintenance. This will affect fifteen (15) additional officers having their vehicles eliminated and /or re- assigned to the pool fleet. PHASE 3 This phase would be completed by September 30, 2004. There will be eight (8) 2000 Ford Crown Victorias, one (1) 2001 Ford Excursion and one (1) 2002 Ford Crown Victoria re- assigned to the pool fleet and /or converted to unmarked vehicles. This will affect eleven (l l) additional officers. SU?IRARY At the completion of the Vehicle Phase — Out Program there would be twenty -six (26) vehicles eliminated from the police fleet. There is an approximate total annual savings of $26,000 in vehicle insurance and maintenance. Also, there is a potential fuel savings of approximately $8,000 for an overall total of $34,000, but due to the fact the fleet was already reduced from 76 vehicles to 59 vehicles the savings as a result of eliminating the take home car program would be $17,000. As previously stated, we believe this is the most effective, efficient and fairest method to allow the police department to gradually phase out the Police Take Home Vehicle Program. The total projected police fleet as of September 30, 2004 would be 50 vehicles. By either financing to own, purchasing or leasing eight (8) new police vehicles in the upcoming 2004/05 budget year would allow the police department to begin to return to its rotation plan of two (2) years marked and two (2) years unmarked until the vehicle is rotated out of the fleet. DEPARTMENT SENIORITY `Y LIST FBv Sworn - In - Date) ' < J y 03/20/87 Revised 01127/04 em &Parbnent Seniority use 12. 1. _ 07/05%78 45. 2. - 08/27/80 46. 3. 10/02/80 47. 4. 02/09/81 48. 5. 06/10/82 49. 6. 01/10/83 02/14/83 50. J#T fAtE #04 IfJ W,") 8. 05/12/83 VO 25. 9. 07/09/86 02/10/94 10,E 01/22/87 29. 12/23/99 Nn Itk 1 fAO 02/17/00 NO f Isrv"4L" 04/07/00 od o 'Abe I` Zt aa? 06/20100 4)0 1164f44 h67;e/Sla-4 01/16/02 Aj0 T #a A, 1l1r. 1J 01/26/04 AW -O ill fr ✓ 11. J y 03/20/87 Revised 01127/04 em &Parbnent Seniority use 12. 06/03/87 13, 08/25/87 14. k 08/27/87 15. 21 08/27/87 T'Mn0 16 03/22/88 17. 18. 05/11/88 11/07/88 19. 06/02/89 20.. 02/26/90 21. 07/06/92 22. Sir 10/15/92 23. 03/01/93 24. Spa 03/12/93` X01 25. S� 11/05/93 NO 26. 02/10/94 27. 28. 12/19/94 AC 09/29/95 , -!4k-%e 29. 09/29/95 G�.tn�eot�+Q�'jt�� 41(1 30. 31. 04/15/96 10/21/96 �� 0 91 10 32. 07/11/97 33. 08/01/97 34. 35. 08/28/97 r VW MONK- 11/26/97 36. 09/09/98 37. VW ..10/05/98 38. x%10/29/98 39. 40. 11/24/98 �9! � 01/04/99 41. 02/16/99 42. 05/10/99 43. 05/18/99 lrft46Q �►�:'� 44. 08/06/99 F1v PLAN B STAYING WITH CURRENT TAKE HOME VEHICLE PROGRAM SOUTH MIAMI POLICE DEPARTMENT INTER- DEPARTMENT MEMORANDUM TO: Mr. Charles Scurr, City Manager`s FROM: Cokes Watson, Jr., Chief of Police DATE: February 29, 2000 SUBJECT: Take Home /Assigned Vehicles POLICY: The following is police for the City of South Miami regarding take home /assigned vehicles. The assigned vehicle program is provided as a privilege, not a right. There is no right to an expectation of privacy regarding SMPD vehicles, assigned or not assigned. Members shall be responsible for the proper care of their assigned vehicle and related equipment assigned to them. These policies and procedures address personnel operation and maintenance of assigned vehicles. Personnel acknowledge that vehicles and equipment are the property of the City of South Miami. which retains sole right to absolute control of all vehicles. SCOPE: All members and employees of this Department shall be governed by the procedures set forth below. 1. GENERAL RULES: A. Copies of all Uniform vehicle keys will be maintained in the Shift Commander's office specifically for this purpose. Copies of all Criminal Investigations Division vehicle keys will be maintained in that division's offices. B. Members/ employees shall use unassigned SMPD vehicles only with the permission of or when directed by, a supervisor. C. Only the member assigned to the vehicle or other specifically authorized persons shall operate said vehicle. Marked vehicles will not be driven by non sworn employees, except for authorized city personnel for the purpose of vehicle maintenance or repair. D. Operators of SMPD vehicles must possess and carry a valid Florida operator's license. F. Vehicles shall be used fir SMPD business only. 1. Vehicles will not be utilized fbr non polices activity outside the jurisdiction of the City of -2_' South Miami. Members may perform personal business within the jurisdictional boundaries of the City of South Miami prior to, or immediately after, their assigned or required duties. Members shall not drive their assigned vehicles to establishments which are primarily engaged in the sale and/or on- premises consumption of alcoholic beverages, to businesses of questionable nature, or to any other establishments specifically prohibited by the Chief of Police. 2. Members traveling to and from their homes shall take action or assist persons needing help within the City of South Miami. Outside the jurisdictional boundaries of the City of South Miami, members will provide initial police service, as needed, for public well being, and will contact the Communications Center to have the appropriate agency respond. 3. Members will not be compensated when going from home to office or office to home. 4..Utilization of the assigned vehicle for any unauthorized personal compensation is prohibited. F. Every,member.'employee assigned to operate an RAPD vehicle shall be held accountable for the proper use, care and cleanliness of the vehicle (interior and exterior) and all equipment and tools assigned to the vehicle. 1. At the beginning of each tour of duty, members /employees assigned to S. \. PD vehicles shall carefully inspect the vehicle to ensure that it is in serviceable and safe operating condition and is not damaged. This inspection shall include all safety and first aid equipment located in the trunk or storage compartments. 2. Defects and /or damage shall be immediately reported to the member's/employee's supervisor. 3. Members shall report any mechanical problems to the Fleet Manager. 4. Members/ employees shall ensure that the vehicle they use is clean and adequately fueled Lit all times. G. No unauthorized armament will be carried in the police vehicle. H. Drivers will conform to all state and local laws and regulations regarding traffic and parking and applicable standard operating procedures whether on or ofTduty, while operating an assigned vehicle. I . They shall not drive, operate, or park vehicles in such a manner as to reflect discredit upon the SMPD. tRk cV 7 —J 2. Members /employees shall observe all safe driving practices and basic courtesy. 3. Members experiencing any type of impairment or condition which may adversely affect their safe operation of a motor vehicle shall not operate any SMPD vehicle. 1. Members shall not transport alcoholic beverages or unlawful drugs of any type in their vehicle unless within the scope of their official duties, i.e., a sworn officer transporting evidence.. J. Members shall, at all times while operating their assigned vehicle, monitor the main police radio channel. Transmissions shall be restricted to police business only. K. Members operating vehicles will be appropriately attired, i.e., uniform, court attire. slacks /pants, shirt/blouse and closed toe shoes, and shall be equipped with handgun, badge, identification and handcuffs. Members scheduled for training shall be attired as deemed appropriate by the Department Rules and Regulations and designated on the training notice. L. A member /employee involved in a traffic accident with a police department vehicle shall report same to the jurisdiction of occurrence and also to the on duty Shift Commander. The Shift Commander shall ensure that the crash is investigated and all paperwork collected and distributed in the same manner as on -duty crashes. M. Traffic accident damage to vehicles shall be reported on a Florida Traffic Crash Report. Damage caused by criminal mischief, unknown, or any other means shall be reported on an .Offense/Incident Report. N. Members /employees shall close the windows, turn off the radio and engine, remove the keys and lock the doors when leaving a vehicle unattended, unless the emergency overhead beacons must be left on for traffic control or safety. Canine vehicles are exempt from these provisions when the canine stays in,the vehicle. O. Members /employees shall use all safety equipment available to them in the operation of a motor vehicle. Seat belts shall be worn by all persons when operating /occupying vehicles so equipped. P. Prisoners shall not be left unattended in a vehicle. Q. Members /employees shall not allow persons to remain near the exhaust of a running vehicle. R. Members are prohibited from smoking inside: of and /or within 20 feet of any police vehicles. S. Sick or injured persons shall not be transported or allowed inside an SMPD vehicle, except in F <- emergencies where no other transport is available or likely to be available. -4- T. Members must receive prior approval from their immediate or on -duty supervisor to transport civilians, whether in a pool or an assigned vehicle. U. Motorcycle officers shall utilize an approved helmet and eye protection when operating SMPD motorcycles. II. ASSIGNED VEHICLES: A. EE ibility: The Chief of Police has the authority to establish eligibility status for all personnel as follows: 1. Sworn permanent status members. 2. Valid Florida driver's license. 3. Distance/Residency: 1 a.. All personnel employed prior to Ratification Date of lef do are distance and residence qualified to participate in the take home vehicle program. b. Any employees' distance and residence qualified in 3.a. above and who live outside of Miami -Dade County may be subject to losing such eligibility for the Take Home /Assigned Vehicle program should the employee move their residence any appreciable distance further away from the City of South Miami. c. Any employee, employed on or after Ratification Date of 3/161W must live within Miami -Dade County in order to be eligible for this program. 4. Eligibility status for the following circumstances will be at the discretion of the Chief of Police, who may require these members to bring their assigned vehicle to the SMPD for storage. a. Members on light duty status. b. Members under suspension. c:. Members on extended leave for more than 40 hours or detached from the SMPD for more than 40 hours. d. Members who have had two or more preventable accidents during the immediate preceding 12 month period.. Preventable accidents are determined by an investigation ofan Accident Review Board, subject to approval ofthe Chief of Police or the Chicfs designee. Eligibility status will be relinquished For the term of any suspension. r e. Members committing any other action deemed inappropriate by the Chief of Police. B. Assignment/Replacement of Assigned Vehicles: 1. Available assigned vehicles will be distributed to members within their division based on rank first, then by seniority, utilizing the existing seniority list. 2. Reassignment /replacement will occur under the following circumstances: a. When scheduled by the Fleet Manager. b. No Bump Rule: Senior members may not "bump" a junior member for their assigned vehicle; however, they will assume a position on the waiting list commensurate with their seniority. c. Wien K -9 vehicles are not available for use. K -9 officers will follow the below listed procedures: 1. Utilize the available'K -9 pool vehicle. 2. Use another assigned K -9 vehicle, if available. 3. If (1 ) or (2) is not available, the K -9 officer will make arrangements to transport the K -9 dog home and will be temporarily assigned to normal patrol duties, utilizing a pool vehicle. d. In case of promotion/transfer. assigned vehicles will remain within the division originally assigned. , 3. In the event that the, Police Department is under a Control Plan or other emergency situation, or in the event that, for hatever reason, there are not an adequate number of vehicles for a division to properly function, part or all of the assigned vehicle program may be suspended until the fleet has been replenished. C. Care and Maintenance: Members will be required to maintain and care for their assigned vehicles and equipment during normal duty hours. Members shall be responsible for the following: 1. Changing any flat tire which occurs outside: the jurisdictional boundaries of the City of South Miami and maintaining a good spare tire: and the tools necessary to change the tire. 2. Supervisors shall be responsible for weekly inspections of members' vehicles under their command. Vehicles shall be inspected for cleanliness, wear and tear, and required equipment in good -- f W working order. t 3. Members shall, at all times, operate their vehicles with reasonable prudence in order to maintain them at the highest level of operating efficiency. 4. Any theft of equipment from an assigned vehicle shall be immediately reported. D. Personnel shall NOT: 1. Add accessories or equipment without prior written approval of the Chief of Police. 2. Affix any unauthorized sticker, sign, apparatus or appendage to the assigned vehicle. 3. Use or introduce any fuel, oil, Iubricant or additive other than those authorized by the Fleet Manager. E. Securitv of Vehicles: 1. Portable radios. cellular phones and other removable equipment, either Departmental issue or personal, shall be removed from assigned vehicles when left unattended at the member's residence. 2. Members shall remove firearms from the passenger compartments of assigned vehicles when left unattended. 3. Assigned vehicles shall be properly secured at all times. F. Parkinz and Storage: Members will not leave their personal vehicles at the station for longer than 48 hours, unless out of town on Department- related business.. III. POOL VEHICLES: A. If an officer's assigned vehicle is not available, he /she should use a pool vehicle while on duty. The SMPD will not provide a replacement vehicle for those vehicles out of service in excess of 24 hours. Pool vehicles include the prisoner van. Keys to the assigned or pool vehicles may be obtained from a supervisor. All supervisors shall be authorized to possess keys to the patrol vehicle key locker. B. l fno pool vehicle is available, the officer shall check with a supervisor to determine ifthey are being, used for off'-duty details. Regular duty takes priority over oil=duty use regarding pool cars. -7- C. If no pool car is available, the member shall contact a supervisor for vehicle assignment. Do not take a vehicle unless assigned by a supervisor. D. Supervisors shall ensure that if another officer's vehicle is utilized, it must be returned to the station prior to the assigned officer's tour of duty. IV. GENERAL CARE AND MAINTENANCE OF VEHICLES A. Automotive Operator. Service Requests and Repair Orders: Members /employees deadlining vehicles for service at the Motor Pool shall complete an Operator's Service Request form. The date, mileage, unit number and service information must be accurately entered. A "Remarks" section is included if additional explanation is necessary. The Fleet Manager will be charged with coordinating the preventive maintenance.of all vehicles assigned to the Department. B. Disabled: Should a vehicle become disabled. the Motor Pool shall be notified and be responsible for its repair and,/or removal. When the Motor Pool is not available and the vehicle is disabled, members shall receive approval from a supervisor prior to towing the vehicle. Only authorized towing companies will be used. C. Washing of SMPD Vehicles: Police vehicles shall be washed with supervisory notification and approval at facilities under contract with the Police Department. The city shall not be responsible for expenses incurred utilizing any other facility or for compensation of personnel other than during regular duty hours. D. Speedometer Calibration and Certification: 1. All Departmental vehicles' speedometers shall be calibrated every sit (6) months. 2. The Fleet Manager will arrange for speedometer calibrations and shall announce the date and time at least one week prior. Employees will ensure that the vehicle is available at the station for calibration. C W /esw DEPARTMENT SENIORITY MST (By Sworn — In — Date) ✓ /+ "1 3/20/87 Revised 01/27/04 cm &Partment seniority list , .Y 07/05/78 46. �. 08/27/80 M. 1 3. 10/02/80 4`I. 4: 02/09/81 4,9. 1F 1 06/10/82 49. Irw- 01/10/830. lk ;O. Sid �`. $.J-r�05/12/83 02/14/83 N7��' 4Z-07/09/86 6 1.0. i m 01/22/87 AVTA-�-.09/29/95 12/23/99 NO %cam Mw4 /S'fa 9 02/17/00 NO /Hp-lo 04/07 /00 IVV efi�/rt lbdea^� /.fde� I 06/20/00 1A q 01/16/02 01/26/04 N1-7 TrVO `^ Ff. . 3/20/87 Revised 01/27/04 cm &Partment seniority list 06/03/87 08/25/87 X l LL–08/27/87 /0 Is3, 00 lam- in 3`ep?' 08/27/87 03/22/88 11 Iff. 05/11/88 11/07/88 NO fV4'f '1-* 90. ;/ 06/02/89 a ?r0. 02/26/90 / f- 2A. 07/06/92 Irw- 54.7- 10/15/92 lk ;O. 03/01/93 s I i 24. . ,V. Cr 03/12/93 � 1craw ,r; / 11/05/93 Al. -64t °""f 02/10/94 12/19/94 1 AVTA-�-.09/29/95 ®. 29. 09/29/95 _d. A 04/15/96 �1 1. 10/21/96 ���/r� /'��.� � l fllvoa 3d: 07/11/97 m3� 08/01/97 — 08/28/97 11/26/97 09/09/98 VlLf—)--J0/05/98 10/29/98 a 3�. 11/24/98 '1-* 90. ;/ 01/04/99 " 30 44. ; 02/16/99 i 42. 05/10/99 - 3 L 1 05/18/99 X'4 44.1 08/06/99 A10 r'ArC4,'