PHILADEPHIA POLICE DEPARTMENT DIRECTIVE 9.1 Issued Date: 03-08-12 Effective Date: 03-08-12 Updated Date: SUBJECT: MAINTENANCE/REPAIR OF POLICE BUILDINGS/EQUIPMENT AND DECONTAMINATION OF POLICE PERSONNEL VEHICLES 1. POLICY A. All repairs, maintenance, or relocation of equipment will be performed by the Building Maintenance Unit or the Department of Public Property. Personnel will not adjust or repair city property. B. The 26th District has agreed to provide police officers with a security box for their weapons. This box will be available whenever officers are treated at the Temple University Hospital Emergency Room for decontamination or injuries. 2. PROCEDURE A. Repairs of Police Buildings, Furniture, or Relocation of Equipment 1. Commanding Officers of districts/units, including Police Headquarters in nonemergency situations will: a. Recall the Maintenance Requisition Request on the Computer terminal by entering: SEND/SUPP/215 b. Fill in all the appropriate information, including the rank, name, and badge number of the commander making the request. 1) Information under the heading, "Maintenance Unit Information," will not be filled in by the unit or district making the request. c. Distribution: 1) Computer message to the Building Maintenance Unit, Room L-12, Police Headquarters 2) One computer copy retained in the district/unit file and kept for the current calendar year and one (1) additional calendar year. DIRECTIVE 9.1-1
3) A photocopy of the original maintenance request will be returned by the Maintenance Unit via Police mail with a control number. This copy should also be retained in the district/unit files. The control number should accompany any inquiries into the status of a requested repair. 2. For emergency repairs Commanding Officers of units/districts other than Police Headquarters will: a. During duty hours, 7:00 a.m. to 4:00 p.m., Monday through Friday, notify Building Maintenance Superintendent by telephone, enter the notification on the Daily Complaint Summary (75-67), and proceed as in Section 2-A-1. b. During non-duty hours, 4:00 p.m. to 7:00 a.m. and on weekends or holidays, notify the Municipal Test Operator. Make up a Maintenance Requisition Request as in Section 2-A-1. The time and date the Test Operator was notified will be placed in the "Description and Location" of the Maintenance Requisition. Enter all notifications on the Sending and Receiving Sheet. 3. Units within Police Headquarters requiring emergency repairs will: a. During normal working hours, 7:00 a.m. to 4:00 p.m., weekdays, contact Building Maintenance Superintendent by telephone and proceed as in Section 2-A-1. b. Between 4:00 p.m. and 7:00 a.m., or weekends and holidays, notify the Police Radio Room Supervisor, who will alert the Building Maintenance Superintendent. Proceed as outlined in Section 2-A-1. The date and time the Radio Room Supervisor was notified should be recorded in the "Description and Location" section of the Maintenance Requisition Form. 3. PEST CONTROL TREATMENT FOR POLICE BUILDINGS A. Extermination services are provided by contract. If additional treatments are required, Commanding Officers should contact Building Maintenance by telephone. Building Maintenance will contact the appropriate contractor. B. When pest control treatment has been completed, the Commanding Officer of the district/unit will sign the service slip provided by the contractor and forward same to the Building Maintenance Superintendent for processing. DIRECTIVE 9.1-2
4. REPORTING DAMAGE TO POLICE PROPERTY FROM FIRE, STORM, ACT OF GOD, ETC. A. When fire, storm, explosion, Act of God, etc., causes damage to city-owned, real or personal property (excluding automobiles or automotive equipment), the Operations Room Supervisor in the district or unit of occurrence will adhere to the following procedure: 1. Prepare four (4) copies of Memorandum (82-S-1), containing the following information: a. Date and time this damage occurred, and the location of the damage. b. Cause of the damage. c. Description of the property damaged or destroyed. d. Extent of loss and actual or estimated cost of repairs. 2. Notify the Identification Unit to photograph the damaged area. 3. Forward the original and two (2) copies of the memorandum with photographs, through channels, to the Administrative Services Director. Retain one (1) copy for the district/unit file. 4. Refer to Section 2 of this directive for repairs. 5. RECEIPTS FOR COMPLETED WORK OR SERVICE A. Commanding Officers will inspect all work performed by the Department of Public Property when completed. Work, which is completed to the satisfaction of the Commanding Officer, will be acknowledged by their signature on the Building Service Order (80-101). This order will be returned to the Building Maintenance Unit. B. Commanding Officers will inspect all work performed by the Building Maintenance Unit. The Commanding Officer will sign the Maintenance Request below the foreman's signature and enter any comments or criticisms. 1. All maintenance requests that have not been serviced will be reported on the first working Monday of every odd number month. District/Unit Commanding Officers will prepare a memorandum (82-S-1) in triplicate listing by control number, all maintenance requests that have not been serviced. This memorandum DIRECTIVE 9.1-3
will be sent through channels to the Deputy Commissioner, Organizational Support Services, Police Headquarters. Negative reports are not required. Distribution of the memorandum (82-S-1) is as follows: a. Original and 1st Copy - Deputy Commissioner, Organizational Support Services. b. 2nd Copy - District/unit file 6. DECONTAMINATION OF POLICE PERSONNEL AND VEHICLES A. Personnel who become contaminated with lice or sustain bites from fleas will be treated at the Temple University Hospital Emergency Room. B. Security Box 1. The 26th District has agreed to provide contaminated officers with a security box for their weapons. 2. In order to maintain box security, the following procedure will be adhered to: a. Whenever a key is lost, the 26th District Operations Room Supervisor will be notified. The Operations Room Supervisor (ORS) will prepare a Memorandum (82-S-1) to the 26th District Commanding Officer. This memorandum will contain all relevant information. Depending on the circumstances, the 26th District Captain will make the decision to replace the lock or have another key made. C. Responsibilities of Officers Requiring Treatment 1. Officers will request that Police Radio notify their immediate supervisor and inform the 26th District Operations Room Supervisor of the number of officers en route to receive treatment. 2. Contaminated officers will report to the 26th District officer at Temple University Hospital's Emergency Room, who will supply them with paper coveralls and plastic bags. Contaminated officers will secure their weapons in the 26th District. 3. Officers will shower and receive any medical treatment that is required. All officers will inform medical personnel if they have had any previous reaction to a particular pediculicide shampoo. 4. Decontaminated officers will place their uniforms in a plastic bag. The bagged uniforms will be sprayed and sealed until they are taken to a dry cleaners. Decontaminated officers will sign the 75-48 prepared by the 26th District officer. DIRECTIVE 9.1-4
5. Decontaminated officers will be responsible for any clean up of their vehicle that is necessary after decontamination. Seats, dashboard, and steering wheel will be wiped to remove any pediculicide dust that may have settled there. Following decontamination, the officers will drive their vehicles to their headquarters. 6. Officers will be permitted to return to their residence and continue any treatment recommended by Temple University Hospital personnel. D. Operations Room Supervisor's (ORS) Responsibilities 1. The decontaminated officer's Operations Room Supervisor will prepare three (3) copies of Form 82-S-30, Referral to Compensation Clinic. Distribution is as follows: a. Original - Forward to Compensation Clinic by Police Mail b. 1st Copy - Forward to Safety Officer by Police Mail c. 2nd Copy - Decontaminated Officer 2. Employee Injury Reports (82-S-58s) are necessary for decontamination. No follow up is needed, unless there are any additional injuries or if the officer is ordered by the Emergency Room doctor to report to the Compensation Clinic, refer to Directive 12.14, Injuries on Duty & Other Service Connected Disabilities. 3. Decontaminated officers are not to be carried Code "I" on the DAR when an Employee Injury Report (82-S-58) is not required. The Operations Room Supervisor will enter the following message in the remarks section of the DAR: "Decontaminated; 00:00 to 00:00; DC# 00000." 4. Officers held past their reporting time-off while engaged in the decontamination process and who are not required to make up an Employee Injury Report (82-S-58), are eligible for overtime. E. Commanding Officer's Responsibilities 1. Whenever police personnel are decontaminated, their Commanding Officer will prepare two (2) copies of Memorandum (82-S-1), directed to the Safety Officer. This memorandum will contain the names and badge numbers of the affected officers and a brief narrative containing all pertinent information regarding the contamination and delousing. This memorandum is necessary to authorize the Compensation Clinic to pay Temple University Hospital Emergency Room bills. Distribution of this memorandum is as follows: DIRECTIVE 9.1-5
a. Original - Safety Officer b. 1st Copy - District/Unit File F. Cleaning of Uniforms 1. Any officer that has been decontaminated should dry clean their uniform. The city will reimburse officers for the cost of dry cleaning uniforms that have been contaminated. 2. Prepare a "Reimbursable Expense Voucher" (71-73). All entries should be typed. 3. Return the Reimbursable Expense Voucher with the original dry cleaning receipt to the Petty Cash Custodian, Police Finance, Room 307, Police Headquarters. Officers will receive their payments in cash. G. 26 th District Responsibilities: 1. When notified by radio, the 26th District Operations Room Supervisor will immediately send an officer trained in the decontamination process to the Temple University Hospital Emergency Room. 2. The 26th District officer sent to Temple University Hospital will be responsible for decontamination of police vehicles. After vehicles are sprayed, they should be kept locked, with windows up, for approximately 30 minutes. 3. The 26th District will provide contaminated officers with: a. A plastic bag for contaminated clothing. b. A security box for their weapons. c. A pair of paper coveralls. RELATED PROCEDURES: Directive 12.14, Injuries on Duty & Other Service Connected Disabilities BY COMMAND OF THE POLICE COMMISSIONER DIRECTIVE 9.1-6