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HomeMy WebLinkAboutCitizens On Patrol - Standard Practice Manual - Dated March 6, 2012f CITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: REQUEST FOR APPROVAL OF THE REVISED PALM DESERT CITIZENS ON PATROL (COPS) MANUAL SUBMITTED BY: Frankie Riddle, Director of Special Programs DATE: March 22, 2012 CONTENTS: Palm Desert Citizens on Patrol (COPS) Standard Practice Manual Recommendation By Minute Motion, concur with the recommendation of the Public Safety Commission and approve the revised COPS Manual as presented. Background At its meeting of March 14, 2012, the Public Safety Commission approved the latest revisions to the Palm Desert Citizens on Patrol (COPS) Standard Practice Manual. The COPS Manual was last updated in 2008; since that time, the COPS Program has grown immensely, subsequently requiring staff to revise the manual which serves as a guide to the practices and procedures that all COPS members must follow. No significant changes to the procedural operation of the Program were made to the manual; just incorporations of practices that members have already been conducting such as issuing "Warning Citations", as well as policies on uniforms, accident procedures, vehicle breakdown procedures, etc. Since the manual was also extensively reformatted, redlining and highlights of changes were not feasible. Staff respectfully requests that the Palm Desert City Council concur with the recommendation of the Public Safety Commission and approve the revised COPS Manual as presented. CITY COUNCIL ACTION DENIED Fiscal Analysis RECEIVED muiER _ There is no fiscal impact to this request. Submitted By: Frankie Riddle Director of Speciai-Programs MEETING DATE AVES: l 1�cTFj per 7 ,- Z r PALM DESERT CITIZENS ON PATROL STANDARD PRACTICE MANUAL Property of the City of Palm Desert Last Updated 3/6/2012 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL TABLE OF CONTENTS 1. GENERAL INFORMATION Introduction.......................................................................................:.......................... 3 MissionStatement....................................................................................................... 4 Membership................................................................................................................. 4 ApplicationProcess..................................................................................................... 5 MembersAbility to Perform......................................................................................... 6 Training....................................................................................................................... 6 ProbationRequirements.............................................................................................. 7 Additional Membership Requirements.........................................................................8 Code of Ethics and Standards..................................................................................... 9 Recognition and Awards.............................................................................................. 11 Suggestions, Concerns, and Grievances..................................................................... 11 Leaveof Absence (LOA)............................................................................................. 11 Cancellation/Termination of COPS Membership......................................................... 12 2. COPS MONTHLY MEETINGS Introduction.................................................................................................................. 13 Meeting Conduct and Etiquette................................................................................... 13 3. PROGRAM ORGANIZATION Officer Positions and Divisional Responsibilities.......................................................... 14 Elections and Terms of Office...................................................................................... 14 OfficerDemotion.......................................................................................................... 14 OrganizationalChart .................................................................................................... 15 Captain Position and Responsibilities.......................................................................... 16 4. PATROL DIVISION Introduction.................................................................................................................. 17 TrackingVolunteer Hours............................................................................................ 17 Assisting with Scheduling Patrols in the VIMS System ................................................ 18 Communicating the Police Department's Hot Sheet and other Pertinent Information.. 18 Coordinating Requests for Assistance from the City and the Police Department......... 18 Reporting Significant Incidents....................................................................................18 Processing Members Request for Leave of Absence(LOA)........................................ 18 Training New Recruits and Developing Ongoing Training Programs for Existing Members..................................................................................................................... 19 5. ADMINISTRATIVE DIVISION Introduction.................................................................................................................. 20 PublicRelations........................................................................................................... 20 Recruitment and Distributing Applications................................................................... 21 Scheduling Interviews for New Applicants................................................................... 21 Maintaining Members Personnel Files......................................................................... 21 Preparing Monthly Reports and the COPS Caller Newsletter ...................................... 22 Preparing Monthly Meeting Minutes and Various Correspondence ............................. 22 Preparing Leave of Absence (LOA) Reports................................................................ 22 Ordering and Maintaining Inventory of all Supplies, Equipment, and Uniforms............ 23 COPS Inspection Procedures......................................................................................23 Issuance and Review of the COPS Standard Practice Manual .................................... 23 PALM DESERT CITIZENS ON PATROL (COPS) — STANDARD PRACTICE MANUAL 6. UNIFORMS UniformIssuance.........................................................................................................25 Maintenance of Uniforms............................................................................................. 25 Uniform/Equipment Replacement................................................................................ 25 Uniform Footwear Policy.............................................................................................. 25 Winter vs. Summer Uniform Policy.............................................................................. 26 UniformReturn Policy.................................................................................................. 27 7. SCHEDULING PATROLS AND SIGNING UP FOR SPECIAL EVENTS SchedulingPatrols....................................................................................................... 28 ChangingScheduled Patrols....................................................................................... 28 Signing up for Special Events...................................................................................... 29 8. CONDUCTING PATROLS Introduction.................................................................................................................. 30 Attendance at Police Briefings..................................................................................... 30 ContactingDispatch.................................................................................................... 30 Observation................................................................................................................. 30 ReportingObservations............................................................................................... 32 Reminders................................................................................................................... 32 PatrolAreas................................................................................................................. 32 Two Person vs. Single Patrols..................................................................................... 33 Driving......................................................................................................................... 33 Equipmenton Board................................................................................................... 34 Leavingthe COPS Vehicle.......................................................................................... 34 Parking the COPS Vehicle........................................................................................... 34 Washingthe COPS Vehicle......................................................................................... 35 Fuelingthe COPS Vehicle........................................................................................... 35 COPS Vehicle Breakdown Procedure......................................................................... 35 PatrolDo's...................................................................................................................35 PatrolDon'ts................................................................................................................ 36 Police Department's Hot Sheet.................................................................................... 36 Code Violations, Illegal Dumping, Graffiti, and other Hazards ..................................... 37 Traffic and Accident Control Procedures..................................................................... 37 WarningCitations........................................................................................................ 37 Emergency Call -Out Procedure................................................................................... 38 9. INSURANCE COVERAGE Introduction.................................................................................................................. 39 InjuryIncident Protocol................................................................................................ 39 Non -Injury Incident Protocol........................................................................................ 39 10. CELL PHONE POLICY Introduction.................................................................................................................. 40 CellPhone Operation.................................................................................................. 40 11. EMERGENCY INFORMATION (DISASTERS)................................................................ 41 12. FORMS INDEX................................................................................................................ 42 A. Volunteer Agreement, B. Officer Position Descriptions; C. City Map; D. Bike and Golf Cart Route Map; E. Police Beat Map; F. Patrol Log; G. Insignia Placement Diagram and Picture; H. WDCI Form (Injury Report); I. Vehicle Accident Report; J. Property Damage Report; K. RSO Code Signals (Ten Codes); L. Code Compliance Information; M. Traffic Control Information; and N. VIMS Instructions PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL GENERAL INFORMATION Palm Desert Citizens on Patrol (COPS) is a non-profit, volunteer organization, which consists of a group of dedicated volunteers organized to serve as ambassadors of the City and the eyes and ears of the Palm Desert Police Department. In general, "Citizens on Patrol" is an internationally recognized crime prevention program that consists of citizens who enjoy making a difference in their communities. Palm Desert COPS members are not police officers; rather, they are a valued resource to the local police department and an integral strategic partnership for ensuring safe homes and communities through community policing. The Palm Desert COPS Program is sponsored by the City of Palm Desert, which provides uniforms, transportation, communications, meeting and operations facilities, training, and staff to support the program. The tasks of COPS are approved by City Council upon recommendation of the Palm Desert Public Safety Commission. The COPS budget and funding is approved by the City Council. Expenditures for COPS' items and activities require prior approval of the City designee. Substantial changes to the COPS Standard Practice Manual shall be submitted to the Public Safety Commission for final review and approval. However, minor amendments to the manual may be made upon discretion of the City designee. COPS duties include but are not limited to: - Providing non -confrontational patrols throughout the City - Providing traffic control and foot/golf cart patrol at special events - Providing traffic control at accidents and road obstructions - Reporting code violations, graffiti, and hazards to respective City departments - Reporting suspicious person(s) and activity to the Police Department - Preventing crime through deterrence and observation PAGE 3 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL MISSION STATEMENT COPS are volunteers dedicated to serving their community by assisting the Palm Desert Police Department in its mission to protect and serve. In this endeavor, they act as an extra set of eyes and ears within the community, assisting police to maintain safer neighborhoods. MEMBERSHIP Membership shall be on a voluntary basis and is based on equal opportunities regardless of race, color, religion, political affiliation, sex, sexual orientation, or national origin. All volunteers are subject to an extensive background check including LiveScan (fingerprinting), which is conducted by the Palm Desert Police Department. In order to volunteer, all applicants must meet the following criteria: - Be at least 18 years of age - Be of good health and good character - Contribute a minimum of 20 hours per month in increments of at least four (4) hour shifts - Attend general monthly meetings - Successfully complete all required training and probation criteria including the 13- week Palm Springs Citizens Police Academy or a similar program approved by the City designee - Agree to abide by the rules, requirements, Code of Ethics, and all other conditions set by the City and the Police Department - Satisfy the COPS Captain, City designee, and Police Department's designee of their genuine commitment to the Program and deterrence of unlawful activity in the community - Be physically and mentally fit to meet the demands of the Program (i.e., be able to stand for long periods of time; walk approximately a half mile at any one time; stand, walk, and/or perform other activities in extreme cold or hot weather; be able to handle difficult or potentially confrontational situations; etc.). PAGE 4 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL APPLICATION PROCESS Prior to joining the Palm Desert COPS Program, each prospective volunteer must complete a Volunteer Application Packet. The Volunteer Application Packet includes: - Application - Medical Clearance Form - Riverside County Sheriff's Department's (RSO) Volunteer Disaster Service Worker Registration Form - Retired and Senior Volunteer Program (RSVP) Application (if over 55 years of age) - Authorization for Release of Drivers Record Information - Police Department Ride -Along Request Form The Medical Clearance Form must be taken to the applicant's physician for his/her approval that the applicant is physically and mentally able to participate in activities expected of a COPS volunteer. Submittal of this form is required prior to an applicant joining the Program. Once the application is complete, it should be mailed or delivered to the City of Palm Desert located at 73-510 Fred Waring Drive in Palm Desert. Upon receipt, the application will be forwarded to the Palm Desert Police Department for background check and review. Upon successful background check, the potential member will be contacted to schedule an interview with the COPS Captain and City and Police Department designees to discuss the Program requirements. Once the applicant determines that he/she would like to move forward with participation in the Program, and upon approval by the Captain and City and Police Department designees, he/she must complete all training and probation requirements as well as read the COPS Standard Practice Manual in its entirety prior to becoming a member. Upon recommendation by the Training Sergeant, and after all training and probation requirements have been completed, the applicant must sign the Volunteer Agreement. This Agreement acknowledges that the applicant has read and understands the COPS Standard Practice Manual, has completed all of his/her training, and agrees to abide by all policies and requirements of the Program. At this point, the applicant becomes a legitimate member of the COPS Program. PAGE 5 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL APPLICATION PROCESS (continued) Please note that the Captain, in accordance with the City designee, may suggest an alternative 90-day probationary period for any applicant in order to offer him/her additional time to determine if he/she is interested in and/or appropriate for the Program. MEMBERS ABILITY TO PERFORM All COPS members must be physically and mentally able to perform all of the functions required of the Program including, but not limited to, standing for long periods of time; walking approximately a half mile or further; operating the COPS vehicles including driving and using all emergency controls such as radios and telephones; exiting the vehicle and assisting with emergencies; or other physical demands that members may encounter as part of the Program. In addition, members must know where the flares, first aid equipment, orange/yellow traffic safety vests, and all other equipment is located and how to use them. Members should be able to handle possible difficult or confrontational situations with confidence, poise, and self control. In the event that a member becomes unable to perform the above functions, he/she shall not schedule patrols until the Training Sergeant gives his/her approval. If this situation occurs and members are not able to perform duties as required for the foreseeable future, members may be placed on medical leave of absence, their resignation may be requested, or they may be terminated from the Program. TRAINING COPS' training is structured to insure that each new member understands and appreciates the value of all aspects of police work, as well as those aspects that directly affect their role in the community. The City of Palm Desert has formulated a training program that ensures all members of the COPS Program are capable to patrol and serve the community in an efficient and professional manner. Training is held in a classroom setting, as well as in the field, with qualified Law Enforcement Officers and active members of the COPS Program. PAGE 6 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL TRAINING (continued) Applicants must complete all training listed under the "Probation Requirements" section of the manual prior to being issued a uniform and becoming COPS members. In addition, all members will be required to complete ongoing refresher trainings throughout their tenure with the Program. Such trainings may be scheduled by the City, the Police Department, and/or the Training Sergeant to ensure that all members are current on community issues, new technology, safety concerns, and/or any other issues that affect the Program. PROBATION REQUIREMENTS Once the application and interview processes have been completed, the Police Department designee and the COPS Training Sergeant will contact the applicant to set the various trainings required to become a volunteer. These trainings should be completed during the applicant's 30-day probationary period (unless extended). Palm Desert COPS training and probation reauirements include: - Ride -along with a Palm Desert Police Officer for a minimum of eight hours (can be completed in two (2) four hour -shifts) - Ride -along with COPS members for a minimum of 20 hours - First Aid & CPR Certification - Drivers Safety Training Course Dispatch & Radio Training - Traffic & Accident Scene Control Training Read COPS Standard Practice Manual in its entirety In addition, the applicant must successfully complete the Palm Springs Citizens Police Academy, which runs once a week over a 13-week period, or an alternative program approved by the City designee. This Academy educates individuals on various aspects of law enforcement. Since this Academy is not offered on a regular basis, to meet Program membership requirements, the applicant must agree to attend a future Academy (or alternative program) in order to pass probation. Once the applicant has successfully completed all training and probation requirements, he/she will be scheduled for LiveScan (fingerprinting) at the Police Department. Once the PAGE 7 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PROBATION REQUIREMENTS (continued) applicant has passed the LiveScan, he/she will be fitted for a uniform and will receive a photo ID card, his/her designator (a.k.a. "V"#), and instructions on how to log into the Volunteer Integrated Management (VIMS) System to begin scheduling his/her own patrols. In addition, all new members will be required to sign the Volunteer Agreement. ADDITIONAL MEMBERSHIP REQUIREMENTS Suitable Dress: Members are expected to wear only the approved COPS dress uniform and alternate summer uniform. All members, regardless of their status in the Program, are expected to maintain a suitable dress code while on patrol or when engaged in activities related to the Program. See "Uniform" Section for more information. No Smoking: Members shall not smoke while on official COPS business (e.g., while on patrol, at events, completing administrative duties, etc.). Members may smoke either before or after patrol or events as long as it is in a designated area. Members are not permitted to smoke in the COPS vehicles, near City buildings, or in other designated non-smoking areas. - Notification of Change in Personal Information: Members are required to notify both the Captain and City designee of any changes in personal information such as mailing address, phone number, and email address. Confidentiality: It is an offense within the Criminal Code to release unauthorized confidential information or information pertaining to police investigations that you may acquire as a member of the COPS Program. For your protection and personal security, DO NOT release or discuss with others information that relates to: 1) members of the Palm Desert Police Department or the COPS Program; 2) confidential information acquired through patrol or other means; 3) City or police investigations, or any other City or police matters; and/or upcoming police events such as DUI checkpoints or truancy sweeps. !f you are not sure what you can talk about with others, you should discuss the issue with the City and/or Police Department designee. Scheduling Patrols: Members are required to use the VIMS scheduling system to schedule their patrols. It is mandatory that all patrols be scheduled in VIMS prior to a member going on patrol. See "Scheduling Patrols" Section for more information. PAGE 8 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL CODE OF ETHICS AND STANDARDS It is the City of Palm Desert's policy that COPS members serve the public as ambassadors in a professional manner and maintain the confidence of the citizens. As required, all COPS members must understand and meet the standards of conduct and performance as specified herein. Specific Conduct and Responsibilities - Use of Official Position: Official position shall not be used by COPS members to secure personal gain. Public influence and confidential information must never be used for personal advantage or be publicly released without authorization by the City Manager or his/her designee. - Gratuities and Gifts: COPS members shall not individually accept or solicit, directly or indirectly, anything of economic value such as gifts, gratuity, entertainment, or loans, which are or may appear to be payment of services rendered in the capacity as a COPS volunteer. - Use of City Property: COPS members shall not directly or indirectly use, or allow the use of, or remove from the site, City property of any kind, including property leased to the City, for reasons other than officially approved activities. COPS members must protect and preserve City property, including equipment, supplies, and other property entrusted or issued to them. - Impartiality: COPS members must reflect impartiality. Decisions and actions must be determined by impersonal consideration free from any taint of favoritism, prejudice, personal ambition, or partisan demands. - Contributions/Donations: Individual COPS members may not solicit donations. Community members who wish to make a donation in support of the COPS Program may be directed to mail their monetary donation to the City of Palm Desert, Attention: COPS Program, 73-510 Fred Waring Drive, Palm Desert, California 92260. Such contributions shall be set aside in a trust to be used to help offset the COPS Program's annual budget. - Patrolling: Patrolling under the influence of alcohol, prescribed medications which may affect performance, any illegal substance, or carrying of any type of weapon such as a gun, mace, or baton shall be cause for immediate dismissal from the Program. PAGE 9 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL CODE OF ETHICS AND STANDARDS (continued) Members of the COPS Program agree to: - Act in a professional manner at all times, fulfilling his/her duties and obligations with integrity and competence. - Obey all traffic laws while in uniform and on patrol. Remember that the public is watching and COPS members are not "above the law". - Respect the confidentiality of all persons and information within the community, the Program, the City, and the Police Department. - Work cooperatively and professionally with fellow members. - Use COPS identification only when reporting in at checkpoints, when required for official COPS business, or when requested by a member of City staff or the Police Department. - Maintain a valid driver's license and current registration for their vehicle if they are the driver. Members who do not operate a vehicle are exempt from the above requirement; however, a government -issued identification card must be carried at all times, and these members shall not drive a vehicle at any time. - Not use any knowledge gained through their service for financial gain or profit. - Not take an untrained or unauthorized person on patrol (e.g., family, friends, etc.). - Not carry or use any weapons while on patrol or while involved with COPS activities. - Not pursue, stop, or otherwise detain any vehicle or persons. - Keep COPS vehicles overhead yellow caution lights off at all times unless the vehicle is stopped for emergency assistance, if needed. - Not be involved in criminal behavior. - Not carry a dog or other animal in the vehicle. - Follow the established policies and procedures of the Program. - Not involve themselves in any police investigations unless directed to do so by a sworn police officer. - Not involve themselves in a police pursuit regardless of the situation. PAGE 10 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL RECOGNITION AND AWARDS The COPS operating committee and City designee shall design a recognition program for the COPS Program. Based on recommendations from the operating committee (the Captain, lieutenants, and sergeants) and with the concurrence of the City designee, COPS members may be recognized and rewarded before their peers and the community for their contributions. These may take the form of incentive awards, plaques, letters of commendation, or thanks from City Administration or RSVP. SUGGESTIONS, CONCERNS, AND GRIEVANCES COPS members who have suggestions are asked to contact the Captain or any of the lieutenants to request that the suggestion be reviewed by the operating committee at one of its regular meetings. If the suggestion receives favorable consideration and involves procedures or practices of the COPS Program, approval from City designee will be requested. The individual making the suggestion will be advised as to the outcome of the operating committee's review. COPS members who have concerns or grievances regarding operation of the COPS Program or a fellow member are requested to contact the Captain to discuss their concerns or grievances. The Captain will make every effort to arrive at a satisfactory resolution of the matter. If the Captain is unable to accomplish this, he/she will refer the matter to the City designee for resolution. If the concern or grievance involves the Captain, the member is encouraged to contact the City designee. LEAVE OF ABSENCE (LOA) COPS members may request from the Patrol Lieutenant a leave of absence for up to two weeks. If an extended leave of absence is requested, up to six months, it will be referred to the operating committee for consideration at one of its regular meetings. The individual requesting the LOA will be notified as to the disposition of his/her request. Leaves of absence in excess of six months shall be deemed a Request for Suspension of Services without Prejudice, except for approved medical leave. All issued identification, uniforms, supplies, and badge shall be returned with such a request. Reinstatement after a six-month or longer lapse in service will be considered by the operating committee given the PAGE 11 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL LEAVE OF ABSENCE (LOA) (continued) needs of the COPS Program at the time of request for reinstatement. If reinstatement is approved, it may be contingent upon successful completion of an updated background investigation and such training as may be required of the member to bring him/her up to operational qualifications. CANCELLATION/TERMINATION OF COPS MEMBERSHIP Upon resignation or termination from the COPS Program, it is required that the member return his/her COPS identification card, badge, uniforms, and other COPS items that remain property of the City within 10 days of notice of termination by the City or resignation of the member. It would be very rare for any member to have his/her COPS membership discontinued by any means other than resignation. However, for the safety and protection of the Program, existing members and applicants must understand that termination could also occur at the discretion of the City Manager or his/her designee. In this situation, the City designee would schedule a meeting to discuss the matter and follow up with a letter of termination, if deemed necessary. PAGE 12 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL COPS MONTHLY MEETINGS COPS meetings are generally held on the second Tuesday of each month, at 9:00 a.m., to allow for discussion of items related to the Program. Each meeting agenda and unofficial notes from the previous meeting should be sent out at least one week prior to the meeting to allow members time to review and prepare for discussion. Members should plan to attend all monthly meetings unless absences for legitimate reasons are approved by the Captain and/or the City designee (e.g., vacation, LOA, Snowbird, etc.). MEETING CONDUCT AND ETIQUETTE The COPS Captain (or Lieutenant in his/her absence) serves as the meeting Chair. Below is a list of guidelines that all COPS members are expected to follow during each meeting: - All members should be on time and come prepared for the meeting. - All cell phones should be turned off so as not to disturb the meeting discussion. - The Chair is expected to uphold a productive meeting by following the agenda and assuring that members remain on topic and do not bring up other non -related issues. - If the meeting gets off task, it is the Chair's responsibility to bring it back to order. - All members are required to speak one at a time and listen while others are talking. - All members must remain non -confrontational and considerate of others. - Members will be given the opportunity to ask relevant questions and provide brief comments during the reports and remarks section of the agenda at the end of each meeting. If the question or comment requires further discussion, the Chair will decide whether to add the item to the agenda or hold until the next meeting. - All agenda items requiring action (including items that are being added to the agenda) should be handled by a motion brought before and considered by the group. In order to accomplish this: 1) a member must make a motion, "I move that we..."; 2) another member must second the motion, "I second the motion"; 3) the Chair must state the question on the motion; 4) the members debate the motion; 5) the Chair puts the question to a vote by restating the question and taking a vote, "All in favor say aye. All those opposed, say no" (approval of motion requires at least 51 percent ayes from members in attendance); and 6) the Chair announces the result of the vote. PAGE 13 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PROGRAM ORGANIZATION OFFICER POSITIONS AND DIVISIONAL RESPONSIBILITES Management and administration of the COPS Program consists of a Captain and up to two (2) lieutenants and five (5) sergeants. These officers will provide guidance and direction to the members -at -large and will report directly to the City Designee. The COPS organization consists of two divisions: 1) Administration; and 2) Patrol. Each of these divisions is managed by a lieutenant and assisted by at least one sergeant. Additional or vacant officer positions will be created at the City's discretion pursuant to program demands. Upon direction from the City designee, one officer position may be responsible for duties outlined under another officer's position at any given time. ELECTIONS AND TERM OF OFFICE After initial appointment of these positions by City Council, vacancies shall be filled by existing volunteers through a ballot vote of the COPS members. Members must be with the Program for at least one year prior to running for a vacant officer position, unless otherwise authorized by the City designee. If a newly elected officer resigns or is terminated within 120 days of being elected, the City designee, after consulting with the Captain, may opt to fill the vacancy by appointing the runner up from the previous election OR by holding a new election. All positions except Captain may be filled with part-time residents. However, it is required that if the lieutenant position for a certain division is filled with a part-time resident, then at least one of the sergeant positions in that division must be filled with a full-time resident. Members are not permitted to run for more than one position during an election. In the event that an officer runs for a vacant position and is elected to that position, another election will be held to fill the newly vacated position by that officer. Elected officers shall perform duties of vacant positions until such time as the vacant position(s) are filled. OFFICER DEMOTION The Captain, in agreement with the City designee, or the City designee if it is determined to be in the best interest of the Program, shall have the authority to demote or request resignation of any officer for cause, including but not limited to, failure to perform duties; unethical behavior; non-conformance with rules, regulations, and guidelines; or any other cause determined to be detrimental to the Program, its members, and/or the community. PAGE 14 PALM DESERT CITIZENS ON PATROL (COPS) — STANDARD PRACTICE MANUAL ORGANIZATIONAL CHART Note: The above assignments are not meant to be a full accounting of responsibility but a guideline. Assignments and new positions maybe established upon approval of the COPS Captain, Lieutenant(s ), and City Liaison. Vacant officer positions will be filled based on Program need. One officer pos ition maybe responsible for duties outlined under another officer's position. Designated officer shall perform duties until s uch time as the Program demands that the vacant position be filled. PAGE 15 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL CAPTAIN POSITION AND RESPONSIBILITIES After initial appointment by the City Council, a vacancy for the position of Captain shall be elected by a committee consisting of the COPS lieutenant(s) and both the City and Police Department designees; or, at the City's discretion, members of the COPS Program shall elect a Captain annually through ballot vote. The position of Captain shall report directly to the City designee. The Captain shall, at his/her discretion, utilize the staff of lieutenants and sergeants as an operating committee to obtain advice and suggestions in determining operating procedures and protocols, which the Captain will then submit to the City designee for approval. Meetings of the operating committee shall be held monthly unless otherwise requested by the Captain. The Captain is responsible for managing the COPS Program and reporting any and all issues or concerns promptly to the City designee. The Captain will assume complete responsibility for operation of the COPS Program and shall work to resolve any disputes or disagreements between members. However, issues related to unethical activities, code of conduct, unauthorized activities, or those that cannot be resolved by the Captain shall be brought to the attention of the City designee immediately. A committee consisting of the COPS Captain and both the City and Police Department designees shall review the matter and undertake an investigation into the allegations to render a decision to continue, suspend, or terminate membership, or apply other disciplinary action, if needed. The Captain, by agreement and in concert with the City designee, or just the City designee if it is determined to be in the best interest of the Program, shall have the authority to request the resignation of any member of the COPS organization or demote any officer for cause. This could include, but is not necessarily limited to, failure to perform duties; displaying unethical behavior; not acting as a team member and/or not acting in the best interest of the Program by improper public statements or misinformation; causing unrest or morale problems; not complying with COPS policies; and/or being insubordinate to his/her superiors. Members of the COPS Program who resign as requested shall be considered "released without prejudice." PAGE 16 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PATROL DIVISION The Patrol Lieutenant's position is a demanding one requiring attention and responsibility for tracking volunteer hours, overseeing preparation of monthly reports, coordinating requests for assistance from the City and Police Department, and updating members on patrol news/activities. The Patrol Lieutenant may have one or more sergeant(s) and/or several aides to assist in the numerous duties assigned to this division, which include: - Tracking volunteer hours - Assisting with scheduling patrols in the VIMS system - Communicating the Police Department's "Hot Sheet" and other pertinent information - Coordinating requests for assistance from the City and the Police Department - Reporting significant incidents - Processing members requests for Leave of Absence (LOA) - Training new recruits and developing ongoing training programs for existing members Note: 1) This list is not exclusive of all assigned responsibilities for this Division; 2) the Captain and/or City designee can assign tasks to and from each Division per their discretion; and 3) some of the above listed duties may be performed by City staff until such time as the City designee transfers the duties over to the Patrol Division. TRACKING VOLUNTEER HOURS The Patrol Division is responsible for tracking and reporting each volunteer's hours. Volunteer hours are derived from the daily patrol logs. Hours are also counted for meetings, participation with special events, and various trainings attended. If a volunteer does not devote the minimum requirement of 20 hours per month for two consecutive months, the Patrol Lieutenant shall notify the Captain and City designee to request discussion and recommended action pertaining to the volunteer's inactivity. Action may consist of 1) deferring action for another month; 2) sending a Notice of Inactive Status requesting the volunteer respond by indicating his/her intentions regarding membership in PAGE 17 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL TRACKING VOLUNTEER HOURS (continued) the COPS Program; or 3) sending a Certified Notice via U.S. Mail requesting resignation wherein the volunteer must surrender his/her issued uniform, supplies, badge, identification, and insignia. ASSISTING WITH SCEDULING PATROLS IN THE VIMS SYSTEM The Volunteer Integrated Management System (VIM) is an online program that COPS utilize to schedule patrols. The Patrol Division is responsible for handling any and all questions and/or concerns regarding this scheduling system. See "Scheduling Patrols" section for more information. COMMUNICATING THE POLICE DEPARTMENT'S HOT SHEET AND OTHER' PERTINENT INFORMATION The Patrol Division is responsible for obtaining the Police Department's "Hot Sheet" and placing it in each vehicle's posse box. In addition, the Patrol Division will disburse any pertinent information from the City and the Police Department to all members. COORDINATING REQUESTS FOR ASSISTANCE FROM THE CITY AND THE POLICE DEPARTMENT The Patrol Division is responsible for working with the City and the Police Department on any requested assistance. Patrol Division officer(s) shall attend any and all special event planning meetings and coordinate volunteers as requested. REPORTING SIGNIFICANT INCIDENTS The Patrol Division will be responsible for tracking and monitoring all patrol activities as well as reporting any significant incidents to the City and Police Department designees. PROCESSING MEMBERS REQUESTS FOR LEAVE OF ABSENCE (LOA) Member requests for leave of absence for up to two weeks shall be reviewed and approved by the Patrol Lieutenant. If an extended leave of absence is requested beyond two weeks, up to six months, the Patrol Lieutenant shall refer the request to the operating committee for consideration at one of its regular meetings. The individual requesting the LOA will be notified as to the disposition of his/her request. PAGE 18 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL TRAINING NEW RECRUITS AND DEVELOPING ONGOING TRAINING PROGRAMS FOR EXISTING MEMBERS The Patrol Division is responsible for the coordination of training new recruits, tracking recruits/members training, and arranging for ongoing training for existing members. In addition, this Division shall maintain appropriate records on each volunteer to ensure that all required training has been completed and that ongoing training is provided as needed. Specifically, the Patrol Division's Training Sergeant shall be responsible to work with the City and Police Department designees to develop a comprehensive and ongoing training program. Training shall include those items listed within the probationary requirements, as well as communication operations (e.g. scanner/radio training, public safety/police 10 codes, etc.), vehicle operations, and all other training that will provide guidance to recruits and members relative to the COPS Program. The Training Sergeant shall provide updates on new recruits status and upcoming trainings at the monthly COPS meetings. The Training Sergeant should ensure that all recruits and members attend their scheduled training sessions. If a recruit or member is unable to attend a training session, a make-up training should be scheduled. Recruits and members should be reminded that participation in training sessions is a mandatory aspect of the COPS Program (unless the City designee waives specific training for certain recruits/members). Non-attendance at training sessions could lead to termination from the COPS Program. PAGE 19 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL ADMINISTRATIVE DIVISION The Administrative Lieutenant's position is a demanding one requiring attention and responsibility for all administrative duties for the COPS Program including but not limited to Public Relations, preparation of reports, and assigning and tracking inventory of all uniforms and equipment. The Administrative Lieutenant may have one or more sergeant(s) and/or several aides to assist in the numerous duties assigned to this Division, which include: - Public Relations - Recruitment and distributing applications - Scheduling interviews for new applicants - Maintaining member personnel files - Preparing monthly reports and the COPS Caller Newsletter - Preparing meeting minutes and various correspondence - Preparing Leave of Absence (LOA) reports - Ordering, issuing, recovering, and maintaining inventory of all vehicles, supplies, equipment, and uniforms - COPS Inspection Procedures - Issuance of the COPS Standard Practice Manual Note: 1) This list is not exclusive of all assigned responsibilities for this Division; 2) the Captain and/or City designee can assign tasks to and from each Division per their discretion; and 3) some of the above listed duties may be performed by City staff until such time as the City designee transfers the duties over to the Administrative Division. PUBLIC RELATIONS Public Relations is considered the methods and activities employed by an individual, organization, corporation, or government to promote a favorable relationship with the public. To better public relations, COPS members will be given pre -paid postage post cards to distribute to citizens and businesses that have been assisted during the daily patrols. These cards are to be completed by the citizens and businesses and returned by mail to the City designee who will forward them to the Public Safety Commission. PAGE 20 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PUBLIC RELATIONS (continued) COPS members' presence and visibility at various locations within the community is an important method for promoting the Program. In addition, public announcements on radio/television stations and articles published in newspapers, magazines, and community newsletters are vital to the Program's success. The Public Relations Sergeant, in concert with the Administrative Lieutenant, may visit various communities and organizations to request promotional opportunities and introduce the COPS Program for the purpose of recruiting new applicants. All Public Relations having to do with the media (i.e., radio, television, and newspaper), must be coordinated through the City designee. RECRUITMENT AND DISTRIBUTING APPLICATIONS One of the goals for the Administrative Division (and all members) is to recruit and maintain volunteers. The Public Relations Sergeant, in concert with the Administrative Lieutenant, is responsible for coordinating recruitment booths at various events and locations such as the College of the Desert Street Fair and the Palm Desert Mall throughout the year. SCHEDULING INTERVIEWS FOR NEW APPLICANTS The Administrative Division is responsible for scheduling initial interviews for new applicants. These interviews shall consist of the Captain and the City and Police Department designees. MAINTAINING MEMBERS PERSONNEL FILES Each COPS volunteer has a personnel file which contains his/her application in its entirety, copy of current driver's license, training and activity completion certificates, and any letters of commendation or reprimand. It is important that this file be properly maintained and constantly updated. This file shall be deemed "confidential" and may be reviewed by the volunteer or his/her supervisors. The City shall retain all personnel files. However, the Administrative Division shall maintain a general file on each member that contains information relative to training and other matters. PAGE 21 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PREPARING MONTHLY REPORTS AND THE COPS CALLER NEWSLETTER The Administrative Division is responsible for preparing all monthly reports for both the City and RSVP. Preparation shall consist of reviewing all patrol logs and inputting significant information into reports which should be forwarded to the City designee for review. Once approved, the respective reports will be forwarded to all COPS members, the Public Safety Commission, the Palm Desert City Council, and the City Manager. In addition, this Division is responsible for preparing the COPS Caller which is a monthly newsletter outlining events and other information regarding the COPS Program. Publishing and timely distribution of this newsletter is a very important responsibility of the Administrative Division. The COPS Caller editor should contact all COPS members and the City and Police Department designees for input. When the editor has the COPS Caller ready for approval, he/she should forward a copy to the City designee for final review. Once approved, the newsletter will be forwarded to all COPS members, the Public Safety Commission, the Palm Desert City Council, and the City Manager. PREPARING MONTHLY MEETING MINUTES AND VARIOUS CORRESPONDENCE The Administrative Division shall transcribe all monthly meeting minutes and prepare and send various means of correspondence as requested and approved by the City designee. PREPARING LEAVE OF ABSENCE (LOA) REPORTS The Leave of Absence (LOA) Report reflects the expiration date for any volunteer on LOA. Once a COPS member's request for extended LOA (beyond two weeks and up to six months) has been reviewed by the operating committee, it is the Administrative Division's responsibility to inform the member of the outcome of his/her request. This Division is also responsible for tracking expiration dates for those members on LOA and corresponding with members on LOA to determine their future intentions with the Program. In the event that the LOA goes past the approved time, the Administrative Division is responsible for requesting and obtaining all issued identification, uniforms, and supplies from the member. PAGE 22 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL ORDERING AND MAINTAINING INVENTORY OF ALL SUPPLIES, EQUIPMENT, AND UNIFORMS The Administrative Division is responsible for maintaining inventory listings of all equipment and supplies. The list should include, but not be limited to, article of equipment (e.g. radios, cell phones, etc.), model, serial number (if applicable), City property tag number, and date acquired, surveyed, and/or removed from service. The Administrative Division is responsible to see that all COPS members are properly dressed with uniform attire for patrol and other uniform specified functions and/or activities. These duties include but are not limited to orders, issues, returns, records, recovery, and storage of all uniforms and insignia. Purchase of supplies for operation of the COPS Program and refreshments for meetings and other events shall be reimbursable by the City. However, large or unusual purchases must be approved by the City designee prior to expenditure. Receipts for purchases must be obtained and submitted to the City in order for reimbursement to be approved. COPS INSPECTION PROCEDURES The Administrative Division is responsible for inspection procedures for all COPS vehicles and equipment. Visual inspection of each vehicle's interior and exterior shall be performed before each shift by the member(s) on duty. All equipment in vehicles must be checked before each shift including seat belts, light switches, mirrors, controls, tire pressure, etc. The Administrative Lieutenant is responsible for overall inspection of all vehicles and equipment every two weeks. In addition, he/she is responsible for assignment of original equipment check, oil change due every 3,000 miles, and vehicle service/maintenance, which should be performed every 30, 60, and 100 thousand miles. ISSUANCE AND REVIEW OF THE COPS STANDARD PRACTICE MANUAL A designated member of the Administrative Division shall issue each new recruit a COPS Standard Practice Manual and advise him/her that he/she must read the manual in its entirety within the 30-day probationary period as a requirement to passing probation. Upon completion of all probationary requirements, the recruit shall sign the Volunteer Agreement PAGE 23 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL ISSUANCE AND REVIEW OF THE COPS STANDARD PRACTICE MANUAL (continued) stating that he/she has received, read, and understands the manual. In addition, existing members will be required to review and acknowledge any and all amendments to the Standard Practice Manual. PAGE 24 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL UNIFORMS UNIFORM ISSUANCE All new COPS members must complete all probationary requirements before uniforms can be issued. The Administrative Division is responsible for completing the uniform issuance form to include all items being issued to the member, and the member must sign the issuance form which serves as his/her agreement to return each item upon departure from the Program. If uniforms or required articles are not in stock, they will be ordered. If a member is missing an article, he/she should notify the Administrative Division. It is the responsibility of the Administrative Lieutenant and assigned Sergeant to inform new recruit(s) on the Winter vs. Summer Uniform Policy, as well as proper uniform attire and arrangement of adornments (see picture and diagram in the back of the manual). The Training Sergeant shall also reiterate uniform policies and procedures. MAINTENANCE OF UNIFORMS All COPS members are required to maintain their uniforms in order to present proper appearance at all times. Alterations to the uniform of any kind require prior approval and are the responsibility of each member. Uniform materials such as nylon, rayon, or polyesters may acquire and release static charges. These uniforms are not considered "safety uniforms" and must be kept out of hazardous environments. Any questions concerning uniforms, insignia, or issued equipment should be directed to the Administrative Division. UNIFORM/EQUIPMENT REPLACEMENT Uniforms and other equipment will be replaced if and when necessary upon return of old uniforms and/or equipment. UNIFORM FOOTWEAR POLICY No open toed, sandal type, or high heel shoes are to be worn with the COPS uniform. All members are required to wear black ankle or mid -calve length socks and black closed toed shoes (similar to police issue) with the COPS uniform. No exceptions to this policy will be granted. PAGE 25 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL WINTER VS. SUMMER UNIFORM POLICY Winter Uniform: Dress uniform for the COPS Program shall be worn from November 1st to March 301h of each year. Official dress uniform shall include badge, whistle, hat, and other approved adornments. The dress uniform hats shall not be adorned with non -approved pins, bands, ties, etc. See diagram and picture of uniform and proper placement of authorized accessories. Men shall wear a white "T" shirt underneath this uniform. However, there shall be no other type of shirt worn underneath the uniform. Summer Uniform: Summer uniform for the COPS Program shall be worn from April 1st to October 31st of each year. Summer uniforms consist of authorized shorts or pants, polo shirt, and summer hat. Summer hats may be adorned with pins and bands appropriate for the COPS Program and in good taste. However, number and type of adornments should be limited so as to keep the members appearance professional. The above policy for winter vs. summer uniforms shall be adhered to at all times unless specifically approved otherwise. Exceptions will be considered by the City designee on a case by case basis (e.g., extremely warm or cold weather, etc.). Members are permitted to wear the official dress uniform in lieu of summer uniform from April 1st to October 31st; however, from November 1st to March 30th, only the dress uniform must be worn. Since the City provides the winter and summer uniforms, members shall not wear any other clothing except official uniforms issued to members while on official COPS business. Exceptions may be granted by the City designee on a case by case basis depending on the circumstances. Dress uniforms shall be worn to all official events and activities of the City or Police Department, and as designated for any other event/activities that COPS members participate with, unless otherwise approved by the City designee. It is mandatory that COPS members wear their City -issued photo ID badge with the summer uniform and their City -issued name tag and badge with the dress uniform. Badges must be visible to the public at all times. PAGE 26 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL UNIFORM RETURN POLICY Upon resignation or termination from COPS Program, former member(s) shall have all issued COPS uniforms cleaned and returned within ten (10) days of their resignation or termination. Former member(s) shall contact the Administrative Lieutenant or assigned Sergeant to make arrangements to return uniforms along with all other equipment, accessories, etc., issued as part of the COPS Program. IMPORTANT NOTE. If all issued uniforms, accessories, and equipment are not returned within ten (10) days of the member(s resignation or termination from the Program (unless specifically approved in writing by the City designee), the member acknowledges and accepts that he/she will be sent a notice requesting reimbursement payable to the City of Palm Desert based on the value of the unreturned items. If the member does not return the uniform or pay the requested reimbursement within 30 days of notice (or a time specified by the City designee), the City will have no alternative but to seek reimbursement for unreturned items through legal means. PAGE 27 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL SCHEDULING PATROLS AND SIGNING UP FOR SPECIAL EVENTS SCHEDULING PATROLS COPS members are required to commit a minimum of twenty (20) hours per month to the Program in increments of at least four (4) hour shifts. Each month or week, members shall schedule patrols through the Volunteer Integrated Management System (VIMS), which is the COPS online scheduling program (see instructions in the forms section at the end of the manual). For safety purposes, all members must schedule their patrols in the VIMS System prior to going on patrol even if it is a last minute decision. If any member is unable to utilize the VIMS online scheduling system for what he/she feels is a legitimate reason, he/she should discuss the reasoning with the Patrol Lieutenant who may, depending on the circumstance, provide an alternative way of scheduling patrols. Once a member schedules his/her patrol in the VIMS, he/she is required to fulfill the assigned day and time. If for any reason the member is unable to attend his/her scheduled patrol and another member signed up using the "partner needed" feature, it is the cancelling member's responsibility to try and find another member to fill the patrol spot. If an alternate member cannot be found, the cancelling member shall contact the member scheduled for the patrol, as well as the Patrol Lieutenant or Sergeant, as soon as possible to advise of the situation. Note: If at any time the above scheduling system becomes obsolete or another system is put into place, all members will be informed and trained on the change prior to implementation. CHANGING SCHEDULED PATROLS In order to modify the patrol schedule in the VIMS System, COPS members should make changes as follows: - Changes made seven (7) days or more from the scheduled patrol date require the member to make the change within the VIMS system and personally contact the other member (if a partner signed up) to advise of the change. - Changes made six (6) days or less from the scheduled patrol date require that the PAGE 28 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL CHANGING SCHEDULED PATROLS (continued) member contact the Patrol Lieutenant to advise of the situation as members cannot make changes to the patrol schedule within this short amount of time. Therefore, the Patrol Lieutenant must undertake this task in the VIMS System and, if needed, the member must contact his/her partner to advise of the change. SIGNING UP FOR SPECIAL EVENTS The Patrol Division shall discuss requests for COPS participation at special events during the monthly COPS meetings. The Patrol Lieutenant or Sergeant shall circulate a signup sheet requesting members' participation. If an event is scheduled to occur prior to or after the monthly COPS meeting, the Patrol Lieutenant or Sergeant shall circulate an email providing details of the event, such as the date and time, and a request for members assistance. Copies of all signup sheets should be submitted to the City and Police Department designees for all respective events. PAGE 29 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL CONDUCTING PATROLS Patrols are an important part of the Palm Desert COPS Program. Through patrols, COPS members report suspicious person(s) and/or activities to the Police Department and hazards and code violations to the City. In addition, COPS patrols assist to deter crime through observation, as well as vehicle and uniform visibility within residential and commercial business areas of the community. It is important that all members understand that their service in the community is to remain non -confrontational. If members approach a suspicious situation or witness a crime, they are to call police dispatch immediately rather than intervene. Listed below are various patrol procedures and requirements: ATTENDANCE AT POLICE BRIEFINGS COPS members should only attend police briefings at the beginning of their patrol, not at the end. This procedure is subject to modification at any time, at the discretion of the Assistant Chief of Police. CONTACTING DISPATCH COPS patrol volunteers are required to contact the Police Department's Dispatch Center at (760) 836-3218 at the beginning and the end of their patrol shift. It is very important that members remember to contact dispatch at the end of the patrol to log off. OBSERVATION The best observation can be when the target does not know that he/she is being watched. Keep in mind the following observation points when out on patrol- - Do not sit parked with your exterior or interior lights on - Do not stare - Be familiar with your area - Do not drive erratically - Be aware of your surroundings and your cover - Do not follow too close - Use rear view mirrors and side mirrors as opposed to directly facing the suspect(s) - Do not stay in the same place for too long PAGE 30 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL OBSERVATION (continued) What to look for: VEHICLES - No lights (driving down streets or - Unlicensed or expired plates alleys) - No license plates, plates wired on, - Excessive or suspiciously slow plates over plates, conflict between speeds front and back plates, or clean car - Damaged vehicles with dirty plates - Improperly parked vehicles - Very young or impaired drivers - Engines left running unattended - Tires low or flat - Windows open - Suspicious movements - Looking into vehicles/buildings - Clothes out of place - Bags/backpack oddly packed - Carrying suitcases or large boxes - Going into underground or closed areas - Going over fences - Arms held funny — concealment - Cut wires - Smashed windows - Doors/windows insecure - Vehicles backed up to buildings - Obstructions blocking entrances - Ladders against buildings - External fire escapes PEOPLE - Hiding in shadows - Following women or children - People observing your movements - Age of person, features, clothing, etc. - Familiarity of person (e.g., newspaper man, etc.) - Number of persons in an area - Weapons PROPERTY - Persons working late - Flashlights or other out of place lights - Smashed or burnt out lights - Unlocked or unclosed gates - Garage doors open for long periods of time PAGE 31 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL REPORTING OBSERVATIONS - Report any suspicious individuals, vehicles, or unusual circumstances such as open doors/windows of buildings which should be closed and secured to the Police Dispatch Center at (760) 836-3218. - Document in the patrol log any event called in to the police department and/or City violations observed so that the Patrol Lieutenant can include them in his/her report to the City and Police Department designees. REMINDERS - You are the EYES and EARS of the Palm Desert Police Department. - If you or your partner think you saw, heard, or smelled something questionable, check it out. - Remember to use your best judgment in reacting to any situation. - Do not confront potential suspects or others. - Take care not to enter potential hazardous areas or situations. PATROL AREAS Designated patrol areas include El Paseo, Highway 111, Desert Willow Golf Course, Palm Desert Civic Center, Westfield Shoppingtown, major shopping centers, City parks, around local schools, as well as other business and residential areas (excluding gated communities). All approved patrol areas are outlined on the patrol log. Important Reminders: - Be aware of your location and direction of travel at all times. - When requested, provide your general location within the City. - Provide address and cross street information to the dispatcher when required. - Become acquainted and experienced with the map of Palm Desert and the Palm Desert Police Department beats (police beats are subject to change). - The easiest way to check the boundaries is the color of the street signs: Palm Desert has green; Rancho Mirage and Indian Wells have brown. PAGE 32 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PATROL AREAS (continued) While on patrol or on official COPS business, members are not permitted to drive outside of the City limits unless prior approval is obtained by the Captain, Lieutenant(s), or City designee. Members observed or reported to be patrolling outside of approved areas without authorization may be terminated from the Program. TWO PERSON VS. SINGLE PATROLS For safety purposes, COPS members are always encouraged to patrol in pairs. However, if a member desires to conduct a single patrol, approval from the Captain and/or Patrol Lieutenant must be obtained in advance. In the event that a member is on a single patrol, he/she should not leave the vehicle unnecessarily or put himself/herself in possible confrontational situations. While on single patrols, members should be on alert for dangerous situations and keep in contact with dispatch and the Patrol Lieutenant or Sergeant (i.e. one of the officers should be contacted before and after the patrol) for safety purposes. DRIVING - Turn off the AM/FM radio and crack the window to be aware of outside noise. - Drive slowly and observe activities. - All drivers are required by law to pull off to the side of the road when utilizing a cellular phone unless they are using a hands free device or the passenger makes the call. - When driving, members are subject to the same laws as any other citizen. Stay to the right of the road when practical. - Drive at a safe distance; go with the flow of traffic. - Turn on your headlights at dusk. - Never turn on the overhead yellow caution lights unless the vehicle is completely stopped and, if necessary, for an emergency. - Park two to three feet in back of and slightly to the left or right of a vehicle you are attempting to assist. If warranted, use the overhead yellow caution lights (only when the car is stopped). - Place cones or flares in appropriate patterns for safety of all traffic. - Use good driving practices and be courteous. PAGE 33 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL DRIVING (continued) - When backing up, the patrol partner should assist the driver. Backing accidents, like many other accidents, are generally avoidable. - Do not attempt or make vehicle stops for ANY reason. EQUIPMENT ON BOARD - The patrol vehicle is equipped with safety cones, flares, first aid supplies, sealed water bottles, and traffic safety vests. In the event that any of the supplies or equipment needs replacing, notify the Administrative Division. - Members should report any equipment or mechanical device which needs repair or service on the white board (along with their name) in the office and to Administrative Division. LEAVING THE COPS VEHICLE - Remember - NO CONFRONTATIONS. - Driver should remain in the patrol vehicle while the partner investigates any situation. - If a situation becomes confrontational or you feel that a situation is unstable, leave the area and return to patrol vehicle. - Carry the flashlight when out of the vehicle (if patrolling at night). - Any new recruit who does not have a uniform should wear the Recruit Identification Badge and a traffic safety vest if required to leave vehicle while on patrol. - Stay alert at all times. - COPS members should remain in the vehicle while on single patrols. If a member observes suspicious activity, he/she should either continue observation and/or contact police dispatch immediately. PARKING THE COPS VEHICLE - Place the reflective sun shield on the front windshield, as appropriate. - Crack both windows in hot weather, as appropriate. - Park vehicle in approved areas upon completion of patrol. - While on patrol, always park and drive safely and legally. - Check to make sure that all lights and other devices are turned off to ensure that the vehicle's battery does not run down. PAGE 34 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL WASHING THE COPS VEHICLE If COPS vehicles require washing, members are authorized to take them to approved establishments. FUELING THE COPS VEHICLE - Prior to the start of shift, ensure the tank is not in need of fuel. - If tank is less than half full, fill the fuel tank unless other arrangements have been approved by the Patrol Lieutenant. - If necessary, take the patrol vehicle to the City's Corporation Yard for refueling. - If a vehicle requires fuel and the City's Corporation Yard is closed, members should take the vehicle to a gas station and fill with $25.00 or less worth of gas and retain and submit receipt to City designee for reimbursement. COPS VEHICLES BREAKDOWN PROCEDURE While out on patrol during the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, members should contact the City designee at (760) 346-0611, ext. 331, to report a vehicle breakdown. The City designee will report the situation to the City's Public Works Streets Manager who will send someone out to assist the member. If, however, the vehicle breaks down after the above listed hours, or on a Saturday or Sunday, the member should contact the Public Works Streets Manager directly at (760) 272-6532 to report the situation and wait for direction as to assistance. If the member is unable to make contact with the Public Works Streets Manager after several attempts, then the member should contact the City designee at (760) 272-5895 to request direction. If the member is unable to make contact with either party within 30 minutes of the breakdown, the member should contact the COPS Captain, Patrol Lieutenant, Administrative Lieutenant, or Patrol Sergeant (in that order) to request assistance. Members should assess the situation and determine if the vehicle's battery needs to be jumped. In this case, whomever is providing assistance should bring a charging unit. If the vehicle needs another type of service and the member cannot reach any of the above by phone, the vehicle should be properly secured with hazard lights on, and left until such time as contact is made with Streets Manager or the City designee. Members are not permitted to contact AAA or any other towing service unless specifically directed to do so by the City designee or the Public Works Streets Manager. PAGE 35 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PATROL DO'S - Report unsafe neighborhood conditions, suspicious persons, and activities such as theft, vandalism, and illegal dumping. Remember to log the number called and all the "W's" - who, what, where, when (date and time), and why. - Partner uses the communication device, not the driver (unless on single patrol and completely stopped on the side of the road). - Offer only sealed water from the patrol vehicle. - Dial 911 if you have a real emergency. - Keep out of harm's way; you are there to help, not be a problem. - Act as AMBASSADORS of the City of Palm Desert. - Treat people the way you would like to be treated; courteously and with dignity. - Schedule all patrols through the online VIMS system prior to conducting any patrols. Members should confirm partnered patrols with each other to ensure that both parties are still available. - Sign IN and OUT of the COPS Office Log. - Call police dispatch at the BEGINNING AND END of patrol — EVERY TIME. - Provide the following information to dispatch at the beginning of your patrol (wait for them to ask questions): Designator, V#, COPS cellular phone number that the member can be reached while on patrol, and patrol hours (from and to). - Complete and submit to the City designee an incident report form as soon as possible in the event of an accident while on patrol or conducting COPS business. PATROL DON'TS - Push or jump-start another vehicle. - Help with keys locked inside a home, business, or a vehicle. - Transport people other than COPS members. - Transport gasoline. - Enter areas of potentially hazardous material, e.g., liquids, gases, vapor clouds, etc. - Confront individuals or get involved in crimes. - Attempt to pull over vehicles or write moving violations. - Follow individuals for confrontation purposes. - Patrol without a partner unless prior approval has been obtained PAGE 36 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL PATROL DON'TS continued - Carry pepper spray or any other weapons. - Smoke while conducting patrols or on official COPS business. - Utilize the vehicles lightbar while the vehicle is in motion. Any members' failure to comply with the above requirements may result in his/her termination from the Program. POLICE DEPARTMENT'S HOT SHEET The Police Department's Hot Sheet is an up to date listing of stolen vehicles within the area. A copy of the Hot Sheet should be located in each vehicles posse box and if a member spots a vehicle on the list, they should CALL DISPATCH IMMEDIATELY. CODE VIOLATIONS, ILLEGAL DUMPING, GRAFFITI, AND OTHER HAZARDS Members should document in the patrol log any code violations, illegal dumping, graffiti, or other hazards observed within the City limits and report them to the appropriate City department as listed in each vehicles posse box. TRAFFIC AND ACCIDENT CONTROL PROCEDURES If you come upon an accident while on patrol, you should revert to your training on how to place cones and/or flares so as to control the flow and speed of traffic. When the police department arrives, COPS members should always follow their direction. If the police or fire department arrives before the COPS, identify yourself and ask if you may be of any assistance. If they decline your assistance, you should continue regular patrol. You will be taught the proper method of igniting a flare (remove cap of flare and strike against top of flare, away from face and clothing as flares can burn skin or set clothing on fire). However, members should utilize battery operated emergency flares located in each COPS vehicle. While directing traffic, it is MANDATORY that COPS members wear an orange/yellow traffic safety vest. WARNING CITATIONS Members are permitted to issue Warning Citations/Courtesy Notices for illegally parked vehicles (e.g.. handicap parking with no sign, parked at a red curb or in a no parking area, etc.). However, members should remember the "Spirit of the Law" and use discretion when PAGE 37 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL WARNING CITATIONS continued issuing notices. When issuing a Warning Citation for those parked in a handicap area, members must be sure that the placard is not located somewhere else inside the vehicle or on the license plate. Even though the placard/sticker is supposed to be placed in designated areas in or on the vehicle, some drivers may not observe this requirement in all instances. If a COPS member chooses to call the Police Department for parking violations, please remember that officers will respond based on the priority of calls received. While on patrol, if you see a vehicle code violation in a vehicle that is occupied, DO NOT approach the vehicle. For your safety, it is better that you do not confront the person. If a vehicle is not occupied and you are preparing to issue a warning citation and someone approaches the vehicle, for your safety, remain non -confrontational and do not give them the warning citation. EMERGENCY CALL -OUT PROCEDURE In the event of an after hour's emergency wherein COPS members' assistance could be utilized by the police department, the Assistant Chief of Police may direct the watch commander to contact the COPS Captain to request assistance. If the Captain cannot be reached, contact will be attempted to reach the Patrol Lieutenant, Administrative Lieutenant, or Patrol Sergeant (if that order). Once an officer is reached, he/she will attempt to contact those members on the voluntary after hour's emergency list to arrange for assistance. PAGE 38 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL INSURANCE COVERAGE COPS members who are injured while on duty are covered under the City's insurance policy. In addition, those volunteers who are age 55 and older, and are registered with Riverside County's Retired and Senior Volunteer Program (RSVP), are secondarily covered under their Volunteer Insurance Policy. For more information, please call (760) 341-0401. INJURY INCIDENT PROTOCOL If a member is injured while on duty, he/she is required to, if possible, seek treatment at Eisenhower Urgent Care, located at 78822 Highway 111, in La Quinta. Upon arrival, the member should inform medical staff that he/she is covered under the City of Palm Desert's Worker's Compensation Policy as a City employee. Members should make every effort to contact the City designee to inform of the incident prior to seeking medical treatment. However, if unable to contact the City designee prior to receiving medical treatment, the member should contact the City designee, as well as the City's Human Resources Department immediately after receiving medical treatment or as soon as possible. In addition, the member should contact the COPS Captain and/or Administrative Lieutenant to report the incident. Please note that contacting the Captain and/or Lieutenant is not in lieu of contacting the City representatives. COPS members injured on duty are required to complete a WDC1 form within 24 hours of the incident. This form can be obtained from and returned to the City designee. (Copy of the form is included in the forms section of the manual.) NON -INJURY INCIDENT PROTOCOL COPS members involved in incidents that do not result in medical injury should contact the City designee immediately after the incident or as soon as possible. If a COPS member is involved in a motor vehicle accident, whether on public or private property, he/she should contact police dispatch immediately to request for an officer to come out and take a report. In this case, members should also contact the City designee as soon as possible. COPS members involved in any accidents involving a vehicle and/or property are required to complete an accident report form within 24 hours of the incident or as soon as possible. This form can be obtained from and returned to the City designee. (Copies of the form(s) are included in the forms section of the manual.) PAGE 39 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL CELL PHONE POLICY California State law requires that all motorists not drive while using a "wireless telephone" unless the phone is "specifically designed and configured to allow hands -free listening and talking". All COPS cellular phones will be hands -free capable and devices will be provided for utilization during each phone call while operating the vehicle. It is mandatory that all drivers pull off to the side of the road to make and receive phone calls unless there is a passenger to operate the phone. If a COPS member is cited by law enforcement for use of a wireless cellular phone without use of a hands -free device while on patrol, whether for personal or COPS business, 1) the repercussions of the ticket are the responsibility of the member; and 2) the member may be terminated from Program. CELL PHONE OPERATION - Nextel Cell phones are marked 1-5 with their phone numbers displayed on the face of the phone. - At the beginning of the shift, inform dispatch of the cell phone number you will be carrying while out on patrol. - To use, power on by pressing the power button. - All important phone numbers are located in the phone's memory. - To use the phone as a two-way radio or walkie-talkie, you must locate the radio number in the phone's contact list, (i.e. COPS 1, COPS 2, etc.). Once you find the number you are looking for, press and then release the button located on the left side of the phone to alert. Remember, this is a two-way radio use. In order to communicate, you must press the button on left to talk and then release in order for the other person to respond. Wait 10-15 seconds before alerting again if no response. Again, these are similar to walkie-talkie radios, and you cannot both speak at the same time. Press button, talk, then release and listen. These instructions are the same for an incoming radio communication. - All phones must be plugged into the charger located in the office when not in use. PAGE 40 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL EMERGENCY INFORMATION (DISASTERS) We who live in the Coachella Valley are subject to disasters, both natural and man-made. When we think of disasters, we immediately think of an earthquake. We live in earthquake country, but obviously there are other types of disasters that may occur such as fires, floods, mud slides, and civil disorders. In the event of a natural or man-made disaster, as a COPS member, people may look to you for guidance and support. Rule Number 1 - take care of yourself and your family first. Then help your neighbors and your community. If available after this, members who are capable and available should report to Palm Desert City Hall to possibly be utilized as volunteers where and when needed. PAGE 41 PALM DESERT CITIZENS ON PATROL (COPS) - STANDARD PRACTICE MANUAL FORMS INDEX A. Volunteer Agreement B. Officer Position Descriptions C. City Map D. Bike and Golf Cart Route Map E. Police Beat Map F. Patrol Log G. Insignia Placement Diagram and Picture H. WDCI Form (Injury Report Form) I. Vehicle Accident Report Form J. Property Damage Report Form K. RSO Code Signals (Ten Codes) L. Code Compliance Information M. Traffic Control Information N. Volunteer Integrated Management System (VIMS) Instructions PAGE 42 v 4\�N G�'tJZElys PALM DESERT CITIZENS ON PATROL (COPS) c;r ` VOLUNTEER AGREEMENT r�50v'PA�iR� MISSION STATEMENT: COPS are volunteers dedicated to serving their community by assisting the Palm Desert Police Department in its mission to protect and serve. In this endeavor, they act as an extra set of eyes and ears within the community, assisting police to maintain safer neighborhoods. While on duty, COPS volunteers are required to use good judgment and avoid confrontation. They observe and record events taking place, contact police dispatch and/or the City in suspicious or hazardous situations, and keep out of harm's way. AGREEMENT: I have chosen to volunteer as a member of the Palm Desert Citizens on Patrol (COPS) Program. I recognize that as citizens, we are working cooperatively with the Palm Desert Police Department to keep the community safe. When on patrol, I understand that I am only to observe, record, and report suspicious activity, according to the policy and procedures established by the City and the Police Department. I accept responsibility for my own actions while on patrol as well as the consequences of those actions. I will respect my patrol companions as individuals and will not act in any way that jeopardizes their personal safety or mine. I understand that the COPS Program is sponsored by the City of Palm Desert and that all efforts must be approved by them in advance. I also understand that I am not a representative of the Palm Desert Police Department and have no implied authority above that of any other citizen. As a volunteer member of the COPS Program, I agree to follow all guidelines established in the Palm Desert COPS Standard Practice Manual and also abide by the patrol rules listed below: 1. I will not carry any weapons (including mace) upon my person or in my vehicle. 2. 1 will not engage in any verbal or physical confrontations while on patrol. 3. 1 will not consume alcohol or drugs prior to or during patrol. This includes prescription medicines that may impair my physical or mental judgment. 4. 1 will follow the direction and training of those who are in supervisory positions over me. 5. 1 will not patrol outside of the City limits. 6. 1 will always wear the recognized uniform, nametag, and badge of the COPS Program while on duty. I will not wear any of these items for any other purpose unless I have received approval from the City designee. Furthermore, by signing this Agreement, 1) 1 agree that l have read and understand the COPS Standard Practice Manual, 2) l recognize that if I go against any policy included herein or in the Standard Practice Manual, l may be terminated from the Program; and 3) l understand that upon resignation or termination from the Program, l must return all issued uniforms and equipment within ten (10) days in lieu of being charged a reimbursement fee payable to the City of Palm Desert based on the value of the unreturned items. Volunteer Name Volunteer Signature Date PALM DESERT CITIZENS ON PATROL (COPS) OFFICER POSITION DESCRIPTIONS Administrative Lieutenant Oversee two sergeant positions; recruitment and promotion of the COPS Program; processing Leave of Absences; inspection procedures; implementing uniform policies; and other duties as assigned. Administrative Sergeant Responsible for all vehicles, communication equipment, and office equipment; uniform issuance and ordering; obtaining uniforms upon members departure from the Program; preparation of monthly statistic reports; issuance of COPS manuals to new members; and other duties as assigned. Public Relations Sergeant Responsible for oversight of the COPS Caller newsletter; member recruitment; promotion of the COPS Program through various media outlets; and other duties as assigned. Patrol Lieutenant Oversee two sergeant positions; calculate monthly hours; serve as administrator for the VIMS Program; attend special events coordination meetings; and other duties as assigned. Patrol Sergeant Responsible for scheduling members for patrols and special events; responding to police department requests for assistance; maintain the vehicle posse boxes; obtaining the Police Department's weekly Hot Sheet; and other duties as assigned. 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