NEW ALBANY POLICE DEPARTMENT - New Albany, Ohio
NEW ALBANY POLICE DEPARTMENT - New Albany, Ohio NEW ALBANY POLICE DEPARTMENT - New Albany, Ohio
20.1.1 Financial Authority NEW ALBANY POLICE DEPARTMENT Directive 20.1.1 - Financial Procedures The City Manager is authorized and ultimately responsible for the fiscal management of the City of New Albany. The Director of Finance is the chief financial officer of the City of New Albany. As outlined in Ohio Revised Code Chapter §5705 (Tax Levy Law) and per City Charter (Article 9.03), the City Manager, in consultation with the Director of Finance, shall submit a proposed budget to City Council at least 60 days prior to the ensuing fiscal year. City Council is responsible for adopting a balanced budget. 20.1.2 Financial Procedures The budget process involves completion of standard forms and written memoranda which delineate activity levels for each City Department. Usually in the late summer/early fall, each City department head, including the Chief of Police, is directed to submit a proposed budget. This budget proposal includes estimated operating expenses, capital equipment requests, and proposed personnel changes for the upcoming fiscal years (January through December). The Chief of Police will consult with Police Department supervisors to assist in preparation of the annual proposed budget. Departmental budget deadlines are established by the City Manager in consultation with the Director of Finance. These deadlines should allow enough time for each City department head to meet with the City Manager and/or Director of Finance to review the proposed budget. Upon preliminary approval by the City Manager, a final budget proposal is forwarded to City Council for final approval before the start of the next fiscal year (January 1 st ). 20.1.3 Cash Accounts/Maintenance The Police Department maintains several cash/receipted accounts. The process for receipting, approving, and forwarding monies from these accounts is outlined below. A. Special Investigative Account - The Special Investigative Account is located in a safe in the office of the Chief of Police. The key/combination to the safe is only available to the Chief of Police and sergeants. The Chief of Police is solely responsible for disbursing money from this account. The following procedures are used for disbursements from this account: When a request is made for Special Investigative funds, the Chief of Police will determine whether the request is for a legitimate law enforcement purpose and the funds will be used to further a criminal investigation. Once approved by the Chief of Police, the Police Department employee who receives the funds is responsible for maintaining an itemized accounting of how the funds are used. The Chief of Police is responsible for maintaining an accounting of monies that are used and/or returned to the Special Investigative Account. This accounting will include the date and amount of money that was disbursed, the date and amount of money that was returned, and, if appropriate, a list of the item(s) purchased with money from the Special Investigative Account, including the criminal charges filed or which may be filed in the future. 2
The Director of Finance is responsible for randomly auditing this account. The Chief of Police will cooperate in setting up a date and time for periodic audits. B. Mayor’s Court Account (Bond and Fine Account) - The Mayor’s Court Account is located in the Dispatch Center file drawer. The general pre-numbered receipt book is used to record bond and fine money that is taken by the Police Clerk or on-duty Dispatcher(s). The Clerk of Court’s office is responsible for collecting the bond and fine money on each regular business day after a bond or fine has been posted. The money and receipts will be transported to the Clerk of Court’s office by a Mayor’s Court employee. The following procedures are used for this account: If cash is taken as bond or fine money, it must be for the exact amount of the bond or fine. Monetary change is not maintained or given out from this fund. In addition to cash, credit cards can be taken for bond or fine amounts. Personal checks can only be taken for fines (not bonds). When a bond or fine is taken, the Police Clerk or on-duty Dispatcher will fill out a Bond and Fine Received Log indicating the amount of money received and by whom. The Dispatcher shall complete a Bond and Bail Information form. A copy of this form is given to the poster of the bond. The original is enclosed in the envelope with the payment. . When the Clerk of Court employee picks up the bond or fine money on the next regular business day, he/she will sign the Bond and Fine Received Log to verify that the bond or fine money is being collected by the Clerk of Court’s office. C. Service Account (Fingerprinting Money, Report Money, Duplication Money for Accident/Arrest Photos/Video Recordings, Miscellaneous) - the general receipt book is located in the Dispatch Center and used to document the receipt of checks or cash for services provided by the Police Department. This account includes monies received for fingerprinting services, report duplication services, video/audio recording duplication services, and other miscellaneous services for which the Police Department charges a fee. The procedures used for this account are outlined in Chapter 1.10 of the Finance Department’s Financial Policies and Procedures manual: When a check or cash for service fees is received, the Police Clerk, on-duty Dispatcher, or police officer will write out a receipt in the pre-numbered general receipt book. The cash or check will be sealed in an envelope with the yellow copy from the general receipt book and placed in the inter-office mail system. On the next business day following the receipt of Service Account fees/monies, the Police Clerk will forward the check and/or cash with the yellow copy of the numbered receipt to the cashier located in Village Hall. Upon receipt of a check and/or cash from the Police Department for Service Account fees, the cashier will write out a receipt to acknowledge receiving the funds. The receipt from the cashier will be returned to the Police Clerk (via interoffice mail) and placed in the Service Account folder. The Service Account is not used as a cash account and checks or monies received for services will not be stored at the Police Department. 3
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20.1.1 Financial Authority<br />
<strong>NEW</strong> <strong>ALBANY</strong> <strong>POLICE</strong> <strong>DEPARTMENT</strong><br />
Directive 20.1.1 - Financial Procedures<br />
The City Manager is authorized and ultimately responsible for the fiscal management of the City of<br />
<strong>New</strong> <strong>Albany</strong>. The Director of Finance is the chief financial officer of the City of <strong>New</strong> <strong>Albany</strong>. As<br />
outlined in <strong>Ohio</strong> Revised Code Chapter §5705 (Tax Levy Law) and per City Charter (Article 9.03),<br />
the City Manager, in consultation with the Director of Finance, shall submit a proposed budget to<br />
City Council at least 60 days prior to the ensuing fiscal year. City Council is responsible for<br />
adopting a balanced budget.<br />
20.1.2 Financial Procedures<br />
The budget process involves completion of standard forms and written memoranda which<br />
delineate activity levels for each City Department. Usually in the late summer/early fall, each City<br />
department head, including the Chief of Police, is directed to submit a proposed budget. This<br />
budget proposal includes estimated operating expenses, capital equipment requests, and<br />
proposed personnel changes for the upcoming fiscal years (January through December). The<br />
Chief of Police will consult with Police Department supervisors to assist in preparation of the<br />
annual proposed budget.<br />
Departmental budget deadlines are established by the City Manager in consultation with the<br />
Director of Finance. These deadlines should allow enough time for each City department head to<br />
meet with the City Manager and/or Director of Finance to review the proposed budget. Upon<br />
preliminary approval by the City Manager, a final budget proposal is forwarded to City Council for<br />
final approval before the start of the next fiscal year (January 1 st ).<br />
20.1.3 Cash Accounts/Maintenance<br />
The Police Department maintains several cash/receipted accounts. The process for receipting,<br />
approving, and forwarding monies from these accounts is outlined below.<br />
A. Special Investigative Account - The Special Investigative Account is located in a safe in<br />
the office of the Chief of Police. The key/combination to the safe is only available to the<br />
Chief of Police and sergeants. The Chief of Police is solely responsible for disbursing<br />
money from this account. The following procedures are used for disbursements from this<br />
account:<br />
When a request is made for Special Investigative funds, the Chief of Police will<br />
determine whether the request is for a legitimate law enforcement purpose and<br />
the funds will be used to further a criminal investigation.<br />
Once approved by the Chief of Police, the Police Department employee who<br />
receives the funds is responsible for maintaining an itemized accounting of how<br />
the funds are used.<br />
The Chief of Police is responsible for maintaining an accounting of monies that<br />
are used and/or returned to the Special Investigative Account.<br />
This accounting will include the date and amount of money that was disbursed,<br />
the date and amount of money that was returned, and, if appropriate, a list of the<br />
item(s) purchased with money from the Special Investigative Account, including<br />
the criminal charges filed or which may be filed in the future.<br />
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