MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE …Sep 11, 2018 · adding areas to DOA reports. 32...
Transcript of MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE …Sep 11, 2018 · adding areas to DOA reports. 32...
MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE
Agenda
Administration Conference Room Tuesday, September 11, 2018
1:00 p.m.
1. Call to Order/Pledge of Allegiance
2. Roll Call/Notice of Quorum
3. Chair’s Announcements
a. Introduction of Guests and Staff
Linda Stone, GRF President
Randy Ankeny, Executive Director
Paul Bristow, Security Services Director
Marcy Kmieciak, Recording Secretary
b. Rules of Order
c. Chair’s Report
4. Approval of Minutes
a. Minutes of Regular Meeting, August 6, 2018 (pp. 1-2)
5. Shareholder/Member Comments – Agenda Items Only
(Limited to 3 minutes per person)
6. New Business
a. Security, Bus and Traffic Services Proposal (pp. 3-8)
7. President’s Comments
8. Shareholder/Member Comments
(Limited to 3 minutes per person)
9. Committee Member Comments
10. Next Meeting
Thursday, October 4, 2018 – 1:00 p.m.
Administration Conference Room
11. Adjournment
MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE MINUTES
Monday, August 6, 2018
The meeting of the Management Services Review Ad Hoc Committee was held on Monday, August 6,
2018. The meeting was called to order at 1:00 p.m., by Chair Rapp, in the Administration Conference
Room.
ROLL CALL
Present: Ms. K. Rapp, Chair
Ms. S. Fekjar Ms. R. Winkler
Ms. M. Gerber Ms. L. Stone, Ex-Officio
Absent: Mr. S. McGuigan
Staff and Guests: Mr. R. Ankeny, Executive Director
Ms. N. Ray, Stock Transfer Manager
Ms. P. Snowden, GRF Representative, Mutual Two
Ms. S. Hopewell, GRF Representative, Mutual Six
Hon. S. Massa-Lavitt, City Council
Ms. M. Kmieciak, Recording Secretary
3 Shareholders/ Members
CHAIR’S ANNOUNCEMENTS Chair Rapp welcomed Committee members, and recognized the attendees: Linda Stone – GRF President, Randy Ankeny – Executive Director, Nancy Ray – Stock Transfer Manager, Marcy Kmieciak – Recording Secretary.
RULES OF ORDER Chair Rapp asked everyone to turn off their cell phones, and raise their hands to speak. CHAIR’S REPORT Chair Rapp had no report to present at the time of the meeting.
APPROVAL OF MINUTES The minutes of the May 29, 2018, regular meeting were approved, as presented. SHAREHOLDER/ MEMBER COMMENTS There were no Shareholder/Member comments at the time of the meeting. UNFINISHED BUSINESS
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MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE 8/06/2018 Page 2 of 2
Stock transfer Services Proposal
The Committee revised the final review of the Stock Transfer Service Proposal (see attached).
STAFF REPORTS
There were no staff reports presented at the time of the meeting.
PRESIDENT’S COMMENTS
The President commented on various items pertaining to the agenda throughout the meeting.
SHAREHOLDER/ MEMBER COMMENTS
There were no shareholder/member comments.
COMMITTEE MEMBER COMMENTS
Four Committee members spoke on the proceedings of the Committee meeting.
ADJOURNMENT
Chair Rapp adjourned the meeting at 1:43 p.m.
______________________________________________
Kathy Rapp, Committee Chair
Management Services Review Ad Hoc Committee
mk 08-06-18
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Item GRF Security Services 2 Standard Yes/No Comments
1SBT Committee Prepare Monthly Report and
Power Point Director Standard
2SBT Committee Prepare and Present Special
Projects Director Some may be time consuming involving extensive research
3 SBT special Meetings - parking Policies Director Reviewed and rewrite of parking policies
4Presidents Council monthly meetings as
requested Director
As requested prepare presentations
5
Presidents Council round table meetings as
requestedDirector
6 Mutual Meetings as requested Director Present or meet re special issues such as parking
7 GRF Board meeting Director Monthly
8Citations, proofing and approval GRF and
Mutuals Director
9Citations evaluating if security can void, if so
forwarding to parking for process (GRF)Director
10Citations evaluating if security can void, if so
forwarding to parking for process (GRF)Director
11Citations, appeals proofing and approval (GRF) Director
12Citations, appeals proofing and approval
(Mutuals) Director
13Citations, assist Secretary in preparing appeal
packet (GRF)Director
14
Citations, assist Secretary in preparing appeal
packet, (Mutuals). Director
15Citations, appeals packet proofing and approval
GRFDirector
16Citations, assist violators with enquiries GRF Director Several per month
17Citations, meet with Parking on a monthly basis
to review issuesDirector
18Citations, daily basis answer and review issues
GRF Director
19Core Watch Commander meetings (bi-weekly) Director Participates with manager
20 Full Watch Commander meetings (monthly) Director Participates with manager
21Parking policies Director
Reviewed and rewrite of parking policies - met with parking 4
times to review
22 Parking Decals Director Oversee issue of parking decals
23 Parking Decals Director Redesign of parking decals
24 Parking Decals - golf carts - Director Redesign of golf cart decals and issue procedures
25 Parking Decals - golf carts Director Presented to Rolling Thunder on new policies
26 Budget, weekly basis review security hours Director
27
Budget, Monthly review and separate for future
reference hours that are related to other
departments or mutuals
Director / Manager
28Budget, review variance report, forward to
Finance Director Monthly
29 News Articles Director Monthly
30
Reports - daily review and dissimilate reports to
each mutual president
Director Each Morning, including weekends review reports and forward
to mutual presidents as draft, answer and possibly research
any enquiries that are generated from those reports.
31Reports - requirements of mutuals
Director Reports are changed to reflect needs of the mutuals, such as
adding areas to DOA reports.
32
Training Director
Direct subjects for officer training meetings. Subjects break
down by access control to issues effecting mutuals such as
individual parking, DOA,
33 Training Mutual specific Director DOA procedures, fire, theft reports, patrol procedures.
34Training Watch Commanders - Mutual specific Director Presentation and training by Stock Transfer
35
Special projects Director
Current projects, keys, access and visitor passes. Decal
system revamp for vehicles and Golf carts, front gate
appearance, parking policy rewrite, security procedures rewrite
36
37 Provide presentations for various clubs Director As requested
38Provide presentations for various GRF depts.
on workplace violence Director
39 Review security policy and procedures Director Ongoing
40
Set up cameras for mutuals Director
Typically due to unauthorized activity, aid in choosing position
for cam, ensuring batteries are replaced, checking video upon
request
41Arrange and schedule watch commander and
officer training meetings Director
42 Work with mutual on problematic members Director Several per month
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43Work with member resources re problematic
members Director
44Oversee cooin counting, check and sogn off on
counts Director
45Oversee and plan staff levels for summer
concerts Director
46 Attend Summer concerts Director
47Deal with and investigate issues arising from
concerts Director
48
Down load CCTV from accidents etc at summer
concerts Director
49 Safety Inspections - Monthly Director
50 Daily inspect one post Dirctor
51 Work with Mutuals on coin counting issues Director
52Read and convert all security reports Office Secretary
Most security reports are handwritten, these are transferred to
typed. - file with photos
53Filter security reports and send to appropriate
parties Office Secretary
Reports are sent to the appropriate Mutual president, stock
transfer, mutual administration and services.
54Research and follow up on above Office Secretary In many instances reports require time consuming follow up
55Receive citation appeals GRF Office Secretary
Researches together with parking enforcement produces
packets for PVB panel
56Receive citation appeals Mutuals Office Secretary
Researches together with parking enforcement produces
packets for Mutual panel
57 Send letters or e mails to appellants GRF Office Secretary Typically 30 per month
58Send letters or e mails to appellants Mutuals Office Secretary Typically 30 per month
59 Call appellants as follow up GRF Office Secretary Typically 30 per month
60 Call appellants as follow up Mutuals Office Secretary Typically 5 to 10 per month
61 Produce appeal packets for PVB panel Office Secretary
62 Schedule PVB board and conference room Office Secretary
63 Purchasing Office Secretary Prepare, issue and follow up on all purchases
64Secretary for all security meeting Office Secretary
take notes in all meetings for security, follow up with
assignments for staff
65 Employee List Office Secretary
66 Receive and distribute employee list Office Secretary
67Keep track of and ensure employees perform
physicalsOffice Secretary
68 Produce bulk passes for special events Office Secretary
69
Arrange and schedule watch commander and
officer training meetings Office Secretary
70 Research items such a s special PPE Office Secretary
71 Keep hospice book up to date Office Secretary
72 Keep no admit list up to date Office Secretary
SECURITY SERVICE MANAGER Standard Yes/No
73 Oversight Responsibility offices MANAGER/WATCH COMMANDER Approves OT, assists with backfills
74 Schedule and approve time off requests MANAGER/WATCH COMMANDER Manager approves and signs off in ADP
75Assists with officer call outs and inputs into
ADPMANAGER/WATCH COMMANDER Manager recommends back fill and inputs into ADP
76Approves OT and Special Force Requests MANAGER
Approves OT, validate request and authorizes special force
requests
77Approves ADP Bi Weekly Payroll Completion MANAGER/WATCH COMMANDER Run approval ADP report and correct as required
78
Oversight Responsibility for Security Officers
train in programMANAGER
Assists with and identifies procedures that are cost effective
and best serve GRF and owners/residents
79Participates and Approves "Best Practice"
training proceduresMANAGER/WATCH COMMANDER
Recommends agenda items and leads/ presents special
subjects
80 Attends and participates in training meeting MANAGER Recommends agenda items and leads
81 SBT meetings (AS Required) DIRECTOR/MANAGER Attends participants as needed
82 GRF Board Meeting DIRECTOR/MANAGER Attends participants as needed
83 Executive Director Staff Meeting DIRECTOR/MANAGER Attends participants as needed
84Leads core Watch Commanders MANAGER BI WEEKLY
Develops agenda and delegates projects. Day evening, and
graveyard WC only.
85 All watch commander meeting (Monthly) MANAGER/CORE WATCH Meets with all WC. Co-Host with Core WC
86Reviews, corrects, and approves security
reportsMANAGER/WATCH COMMANDER Research, correct and follow up with officer
87Review, corrects and approves security reports MANAGER Reviews all reports research and corrects as needed
88Review and follow up on security manager daily
emailsMANAGER Review investigate take appropriate action
89Receive and resolve complaints MANAGER
Handle and meet with all complaining parties, investigate, and
lead probe resolution effort
90
Open door policy, meeting employee
suggestionsMANAGER
Receive and evaluate employees suggestions as to
effectiveness and return on investment to security and
owners/residents.
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91
Oversight Responsibility for Security evaluation
process and employee developmentMANAGER
Insure appraisal process is fair and accurate rating of
individual contribution and development plan in place.
92Develop and Implement work observation MANAGER/CORE WATCH
Validates officers demonstrated work proficiency and
documents effort for training needs and appraisal process.
93
Steward budget results/research and take
effective action to meet budget objectiveMANAGER
Make decision with sense of urgency to (cut OT) reduce labor
dollars in order to meet budget. Utilize variance report,
purchase order, OT reports for controlling budget dollars.
94
Leads Security Safety Program MANAGER
Initiates safety awareness program and safe work habits
observation efforts teams with safety coordinator to insure safe
work environment
95
Implement emergency protocols for fire,
hazmat- blood drive flood restoration and police
activities.
MANAGER
Write procedures with specific emergency functions and
notification chain of command. Checklist of forms to be
completed.
96leads and co-leads emergency team effort
major disruptionsMANAGER/WATCH COMMANDER Power outage, structure fire, flood, earthquake
97Back fill patrol/ traffic gate officer MANAGER
Called in or backfill day WC/ officer to meet unfilled job
assignment in order to meet custom demand.
98 Safety Inspections. Weekly MANAGER
99
support office personnel in meeting customer
demandsMANAGER
Answers telephone calls assist fellow office personnel with
answering in bound calls, Jenark functions, Dispatch
operations. Also assist board with congested traffic lane.
100GRF Towing Policy DIRECTOR/MANAGER
Authorizes towing from GRF property, leaking Hazmat policy
violations.
101
Oversite responsibilities for camera & radio
maintenanceMANAGER
Insure cameras and radios in working order and personnel
available to meet police and GRF requests.
102SECURITY WATCH COMMANDER ROLE Standard Yes/No
103Develop and Plan biweekly Work Schedule WATCH COMMANDER
Schedule Vacations /Coin Collection/Projects: Amphitheater
Events
104
In put biweekly work schedule (Excel) and post WATCH COMMANDER Post schedule Tuesday before first week
105
106
Approves all time off requests and adjusts
scheduleWATCH COMMANDER
107
Daily corrects schedule based on callouts and
special requests
WATCH COMMANDER Requires immediate action to obtain work force in order to
meet time deadline
108 Up dates Refusal/Acceptance Log WATCH COMMANDER Tracks
109Completes Call-Out form and enters into ADP WATCH COMMANDER Appropriate code
110Registers Employees into ADP and adds
Fingerprints to Time ClockWATCH COMMANDER AS Needed
111 Completes Overtime Request Form WATCH COMMANDER Why Necessary/Approval in Advance
112 Review Exception Time Report (Approved) WATCH COMMANDER Weekly and Before Payroll end
113 Correct employees time (adp) WATCH COMMANDER Daily
114Trains and gives immediate instruction with
Safety Infractions/Customer Relations
WATCH COMMANDERUse Observation Form/Documentation
115Submits Best Practices Training Suggestions WATCH COMMANDER Based on Work Place Observations
116 Develops and Presents Training Programs WATCH COMMANDER Safety and Operational Procedures
117 Maintains and Updates Training Record WATCH COMMANDER Subjects/Dates/Trainer
118 Leads or Participates in Meetings WATCH COMMANDER As Needed
119 Validates Employee's Performance WATCH COMMANDER Officer Demonstrates
120 Writes Employee Reviews WATCH COMMANDER 90 Day and Annual
121 Records Daily Statistics WATCH COMMANDER RI's, Car Count, Reports
122 Reviews Reports for Accuracy WATCH COMMANDER All reports
123Research and contact officers/owners for
correct report information
WATCH COMMANDERCorrects Reports
124 Review Pass Input data vs. Board WATCH COMMANDER Input missing passes
125Review Pass Down Log w/ previous shift W.C.
WATCH COMMANDERRemarkable events/Follow-up
126 Review W.C. Emails for Required Action WATCH COMMANDER Daily
127 Review Telephone Messages WATCH COMMANDER Take action/Follow-up
128 Answer GRF/Mutual Questions WATCH COMMANDER As Requested
129 Reviews Citations WATCH COMMANDER Pets, Mutual, and Non-GRF
130 Respond to other Department requests WATCH COMMANDER STO/Admin/Maint/MuAdmin/PhyProp
131 Contractor Issues WATCH COMMANDER Working Hrs./Permits/Passes
132 Answer Intra-Office work questions WATCH COMMANDER
133 Give Direction to Dispatch/Patrol Officer WATCH COMMANDER
134Monitor Point, Board Activities for Traffic
DelaysWATCH COMMANDER
135Check Board for Accuracy and Organization
WATCH COMMANDER2-3 times per Shift
136 Check Officers for Uniform Appearance WATCH COMMANDER Polo Shirts (Gates/Traffic), Ties Below 75 Degrees, Vests
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137 Assist with inbound Telephone calls WATCH COMMANDER Including 911 Requests
138 Assist with Jenark Requests WATCH COMMANDER
139 Assist with Counter Customers WATCH COMMANDER Walk-ins
140 Assist Board Officer with Entry Delays WATCH COMMANDER Traffic Back-up
141 Back Fill Patrol Officer in Field or at Traffic WATCH COMMANDER AS Needed
142 Accept Emergency call-in During Off Hours WATCH COMMANDER Transport Employee to occupation; center or Back fill Sick
143 Lead Security Emergency Team Effort WATCH COMMANDER Power Outage/Structure fire/Flood/Earthquake
144Office Contact for SBPD+OCFA+GOVT
Agency QuestionsWATCH COMMANDER AS Needed
145 Requests SBPD for Assistance WATCH COMMANDER Lost Resident/Keep Peace/ Vagrant
146 Assist with Unattended Deaths WATCH COMMANDER Contact necessary agencies/individuals
147 Assist with Unauthorized Guests Stay WATCH COMMANDER
148 Assist with Driver w/ no license WATCH COMMANDER
149 Assist with Resident Check WATCH COMMANDER
150 Handles Beeper Calls WATCH COMMANDER OCFA emergencies
151 Answers Policy Questions WATCH COMMANDER GRF & Mutuals
152 Handles Process Server Requests WATCH COMMANDER Contact Admin on All GRF/Executive Coordinator
153 Oversite responsibilities for Care Reports WATCH COMMANDER
154 Oversite responsibilities for DOA Reports WATCH COMMANDER
155Oversite responsibilities for Traffic Collision
ReportsWATCH COMMANDER
156Oversite responsibilities for Injured Person
ReportsWATCH COMMANDER
157 Oversite responsibilities for Incident Reports WATCH COMMANDER
158Oversite responsibilities for Occupancy Reports WATCH COMMANDER
159Oversite responsibilities for Lost Resident
Reports
WATCH COMMANDER
160Oversite responsibilities for Paramedics
Reports
WATCH COMMANDER
161Oversite responsibilities for Tow Policy and
Handling WATCH COMMANDER
162 Oversite responsibilities for Theft Reports WATCH COMMANDER
163Oversite responsibilities for Vandalism Reports WATCH COMMANDER
164 Oversite responsibilities for Fire Reports WATCH COMMANDER
165Knowledgeable on Building Fire/water Alarms
WATCH COMMANDER
166 Knowledgeable on Library Alarms WATCH COMMANDER Fire and Entrance
167 Knowledgeable on Elevator Alarms WATCH COMMANDER Mu15/Mu17/CH6/CH5/Admin
168 Pump Alarms WATCH COMMANDER / patrol CH2 & Amphitheater
169Knowledgeable on Community Camera
Placement WATCH COMMANDER
170 Download Body Cam and Dash Cams WATCH COMMANDER
171Receive request for maintenance from
shareholders WATCH COMMANDER / officer
172Receive request for bus rides from
shareholders WATCH COMMANDER / officer
173 Maintain and Operate Radios WATCH COMMANDER
174 Order Supplies WATCH COMMANDER Stationary and Hospitality
175 Handles Dumping Issues at 1.8 Acres WATCH COMMANDER
176Validates all GRF Doors and Buildings Secured
at night
WATCH COMMANDERGraveyard W.C.
177 Validate all Exterior Gates Secured Nightly WATCH COMMANDER Graveyard W.C.
178 Safety inspections - daily WATCHCOMMANDER ALL
179 Post inspections - daily WATCHCOMMANDER
180 Reports Computer and Telephone Issues WATCH COMMANDER
Security Services Officer Positions Standard Yes/No
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181
Traffic Officer The Traffic Officer Position includes five
separate roles: Traffic, Board, Office Exit
Gate and Exterior Gates (North & St Andrews
Gates). The Traffic Officer role is responsible
for directing all traffic at the Main Gate. This
position has total authority over all traffic:
Vehicles, Bicycles, Pedestrians, Scooters.
The position directs the no pass lane (Board)
traffic. The Board stops traffic that requires a
guest or vendor pass and works with the
Traffic "Point" Officer.Office Traffic Officer
answers phone calls meets and assists
counter customers. Contacts owners for guest
authorization. The Exit Gate Officer also
answers phone calls verifies pedestrian and
bike traffic, usually from the public bus system
at the South entrance of the Security Building.
Lastly, the North and St. Andrews Gate
Officers verify owners and guests who must
have Member ID, Decals or a guest pass to
enter Leisure World.
The Traffic Point Officer has the most responsibility of any
Security Officer and is exposed to vehicle traffic from three
different directions. In addition to moving all traffic in an
efficient manner the Point Traffic Officer must insure the
Safety of all those entering the Main Gate. In addition, the
Point Officer must keep lanes open for emergency vehicles
which cannot be delayed. Also, the traffic movement is more
hazardous do to the admission parking pass system which
backs up and congests incoming traffic. It now requires
addition staff daily to intervene in order for Public Busses and
large delivery trucks to keep their customer commitments. The
stress factor to potential buyers, professional visitors and
"Mom & Pop" guests is another real concern. The Board
Officer has to be observant and ready to stop incoming no
pass guests. The Board Officer has to listen for the last name
of the resident, find the label and place it on a pass for the
dashboard, face up. In some cases the guest or even owners
will bring another car with them and be upset because they too
have to have a entry and parking pass for their car. Add to the
situation someone who needs directions and you tell them to
go inside and they will help you, Oh Yeah, come back out and
get in line! The Gate Officers are looking for guests with
passes, owners with decals or Member I.D. cards as
authorization for entrance. Here again, Members with I.D.
cards think guests can come in with them; however, they need
a parking pass and are routed out and to the Main Gate. The
Traffic Officer in the office rotates inside from the Board and
answers all types of calls from emergency assistance, to
182
Dispatch Desk The Dispatch Desk Officer's first priority is
communicating with the Patrol Officers via the
Radio System. The Dispatch Officer directs
the Patrol Officers and assigns priorities to all
field work. They maintain the Patrol Log and
make sure all pertinent data is recorded. Also,
they communicate schedule changes and pick-
ups for the Transportation Department
(Access Bus). In off hours and weekends they
take Maintenance calls and dispatch
Maintenance techs.
Dispatch Desk has the overall responsibility for completing the
work load in a timely manner while utilizing the work force to it's
utmost efficiency. A secondary role is to assist counter walk in
customers and to answer incoming calls. The dispatch position
is also required to have all breaks, swimming pool included,
covered. The Dispatch Desk is a stressful job almost every
day depending on the work load and available Patrol Officers; it
requires a quick thinking individual and a calm demeanor.
183
Patrol OfficerThe Security Services Patrol Officer performs
a variety of functions in serving the GRF
stakeholders. The Patrol Officer's primary
role is to be in the Community, thereby, able
to respond faster to emergencies. In addition,
by being visible the community would be more
likely to act correctly or request assistance..
.
184
Patrol Officer / Coin counting 3 officers two
days per month Patrol Officers also collect coin laundry
money, count and delivery to Finance
Department as well as transport Library funds
to Finance (2 Officers - 4 day process). Also
Patrol Officers direct traffic and assist with
Amphitheater Performances (8-10 officers)
Security Officers perform standby duty for
Admin/Mutual Meeting.
185
Patrol OfficerProvide all night guard for festivals and flea
market events. Meet Mutual Director for
vehicle tow's, take picture and write reports.
Escort duty for parade…Rolling Thunder. Also
providing break relief for Swimming Pool.
Performing Security checks for RV lot.
186 Doa unattended Security / Patrol officer Typically 4 hours
187 Paramedic report Security / patrol officer Between 15 min and 1 hour
188 Doa attended Security / Patrol officer Typically 1 hour
189 Occupancy check Security / patrol officer Typically 10 min
190 Fires Security / Patrol officer Typically 30 min
191 Door openings Security / patrol officer Typically 10 min
192 Reliefs for pool Security / patrol officer One hour per day
193 Accidents Security / Patrol officer 30 min to one hour
194 Ooor openings Security / patrol Officer 15 Min max
195 Injuries Security / patrol office 30 to one hour
196 Issue tickets on GRF streets Security / patrol office
197 Issue tickets on mutual property 1920 Security / patrol office
198 Issue tickets on mutual property 1927 Security / patrol office
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199 Coin counts Security officer
200 Assist with lost shareholders Patrol Officers
201 Issue tickets on GRF streets Parking Enforcement
202 Administrative for parking on GRF streets Parking Enforcement Approximately 30 min per ticket, if appeal one hour
203 Issue tickets on mutual property 1920 Parking Enforcement
204 Issue tickets on Mutual property 1927 Parking Enforcement
205Administrative for parking on mutual Property Parking Enforcement Approximately 30 min per ticket, if appeal one hour
206Additionally several forms are completed by
available officers or watch commanders
207
Officers or Watch Commanders as available
and assigned
DOA: This Report completed by Officer when
person passes away inside LW. Write report
even if person not owner in Leisure World.
Important to get who called Security and when
called.
Purpose of he DOA report is to is to obtain who is the legal
person of record. Protect the assets of the deceased until a
legal owner can be confirmed.. The dispatched officer needs to
try and ascertain who that is and are they present. Also, if no
legal authority, place a knoblock, complete knoblock form
inside office
208
Officers or Watch Commanders as available
and assigned
In the event death is unattended Police and Coroner will
investigate and can take all day. We must stay on prim to
make sure nothing is taken from house until body is removed
or legal authority shows up.
209
Officers or Watch Commanders as available
and assigned
FIRE REPORT: OFFICER generates a fire
report any time fire or fire indicators are
detected (smoke, smell, flames). Also, take
pictures of damage. In the event Fire
Department cancels report still write one up
and indicate canceled by Fire Department.
If Fire Department is called write up report, 1st officer on scene
starts report. Indicate what units are involved and if residents
are spending nights somewhere else (Hotel, Family, staying in
unit). Mutual has to authorize overnight stay and for how long.
Also, check and see if some unit has fans, usually
Maintenance provides. If large fire may have to post guards for
a few days until area can be secured with fence. Have Eloy
#82 contacted, along with Maintenance to assist if during
regular hours.
210
Officers or Watch Commanders as available
and assigned
LOST RESIDENT: Patrol Officers complete
this form when resident or guest is reported
lost. Important information is description of
person and clothes wearing also how long
gone, where last seen and good contact
telephone/Cell. Also, have SBPD contacted
for their help.
If person is lost during day we alert Eloy, Maintenance and all
Patrol with description and contact number. Also, notify all
gates to be on alert. Also, see if family member or caregiver at
unit. Upon finding person see if SBPD or CARE can transport
home. In the event no person in home PD can get hold of
family or arrange for APS to care.
211
Officers or Watch Commanders as available
and assigned
THEFT REPORT: Patrol Officer completes
Theft Report anytime Owner/Guest reports
property taken.
In completing the theft report the officer obtains the
approximate time the theft occurred and if the property was
locked up and if anyone saw or has more information as to a
suspect. Also, the owner is encouraged to call and make a
Police Report. If the stolen property is a bike, car or golf cart
start a search of the surrounding area to see if item was
misplaced or just taken for a joy ride,
212
Officers or Watch Commanders as available
and assigned
TRAFFIC REPORT: All Traffic Accidents in
Leisure World must be reported. Damage is
accessed and documented. If GRF/Mutual
property is damage the appropriate Building
Inspector will be notified to evaluate the
Safety situation. In the event a GRF
employee is involved the employee will be
taken tested, also the Safety supervisor will
be notified.
The Traffic Accident Report documents the accident and
records witness information and tells how the accident
occurred. In the event a Golden Rain employee is involved no
personnel information will be displayed. Car A is the hitter and
the report will be forwarded along with pictures to the
Transportation Department. Copies of the report may be
obtained by filling out a Request form in Accounting.
213
214
Officers or Watch Commanders as available
and assigned
Occupancy Agreement Form: This form is
utilized by Mutual Administration mostly to
verify who is living in a unit illegally.
The Patrol Officer visits the requested address and ID's. the
person in the unit against their drivers license and completes
the form. In most cases it takes several visits at different times
of the day and night to verify who is in the unit.
215
Officers or Watch Commanders as available
and assigned
VANDALISM REPORT: Vandalism is
considered a crime and the Police
Department will investigate if reported. The
main problem is that it is difficult to determine
where the damage really happened in the
case of a vehicle, bike or motorcycle.
The Patrol Officer completes the form and takes pictures of the
damage and interviews neighbors as to any suspicious people
in the area. In talking to the owners of the damaged property
encourage them to file a police report..
216 Decal Officer
Vehicles. Issue Decals, ensure decal and
shareholder information is up to date in
jenark, inspect DL, Registration, and
insurance
217 Decal Officer
Bikes - Issue Decals, ensure decal and
shareholder information is up to date in
jenark, take picture of bike and download to
sharedrive
218 Decal Officer
Golfcarts - Issue Decals, ensure decal and
shareholder information is up to date in
jenark, insurance
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