PATROL_PROCEDURES.pdf

PATROL PROCEDURES

1. VEHICLES

Vehicles should always be kept clean, maintained, and trash free. Patrol staff shall follow all City policies related to vehicle usage and report problems, including lack of vehicle interior cleanliness, to the supervisor. Vehicles are monitored by GPS and all road rules, including speed limits, shall be followed.

2. VEHICLE BREAKDOWN

If a vehicle becomes inoperable during a shift, the Contractor must contact the City Project Manager immediately. Contractor shall be responsible to fulfill their shift in its entirety. The Contractor shall have a backup vehicle available for use should this situation occur.

3. VEHICLE SAFETY

• Seatbelts must be worn at all times.

• Speed limits and all other traffic laws must be strictly adhered to.

• Slower speeds must be observed while patrolling.

• Flashing lights must be in operation only when the vehicle is parked on unmarked parking areas while patrolling.

• Cell phones must not be used when the vehicle is in operation.

4. ACCIDENT PROCEDURE

In case of an accident, no matter how small, immediately contact the Tampa Police Department Communication Center, the Water Conservation Supervisor, and the Water Department Vehicle Coordinator. Contact information shall be provided at time of award.

Contractor personnel shall NOT speak to anyone (except those specified in this subsection) about the accident until the police arrive. If vehicle towing services are needed, please follow the Vehicle Breakdown instructions stated above.

5. PATROLLING

5.1 PATROL AREAS

Patrol areas are subject to change at any given time.

5.2 SOUTH PATROL

Kennedy Boulevard to MacDill AFB gates (including Davis Islands and Harbor Island).

5.3 NORTH PATROL

Tampa Palms area from Bruce B. Downs Boulevard across I-75 and South of Cross Creek Boulevard, as well as, the West Meadows and Heritage Isles areas which are North of Cross Creek Boulevard. North Patrol also includes New Tampa areas, such as Richmond Place, Hunters Green, Arbor Greene, K-Bar Ranch, and Cory Lake Isles.

5.4 CENTRAL PATROL

East of Armenia Avenue to Florida Avenue bounded by Sligh Avenue to the North and Kennedy Boulevard to the South. This is the Hillsborough River area.

5.5 THE PATROL

Once the vehicle has been dispatched, inspected and filled with fuel, patrollers should proceed to their assigned patrol areas to begin searching for violations.

Patrol should always be conducted in a safe manner. Speed limits must always be observed;

however, patrol speeds should be approximately 5-15 mph slower than the posted speed limit.

6. GATED SUBDIVISIONS

As a City contracted employee, access will be permitted to all subdivisions even those requiring gate access. The City shall provide known gate codes to the Contractorwill be provided to the patrol. However, these codes change on a regular basis and occasionally the City is not informed of the new code. If the gate code is unknown the Patroller shall try using 0911 and 911 with or without the # sign. Patroller shall let their supervisor know when a code no longer works or if you gain access to a new code. Remember these codes are confidential. Any employee caught using these codes in a non-official capacity shall face termination and possible trespass charges.

7. LOCATING/DOCUMENTING A VIOLATION IF A VIOLATION IS NOT SEEN IT CANNOT

BE WRITTEN! No exceptions. Patrollers must be able to credibly describe in court the observed violation and how the location was identified. Patrollers shall keep appropriate notes and/or hand-drawn diagram for each citation written.

Not all violations will be obvious. To discover violations, patrollers shall drive slowly with the windows down listening for sprinklers and and, if the patrollers find evidence of prior watering, look for watering on the side or back of the building that is visible from the front. NEVER ENTER A

PROPERTY OR A BACKYARD.

Once a violation has been observed, the vehicle should be brought to a stop in a safe manner and the parking brake engaged prior to proceeding. Care shall be taken to make an initial determination regarding the possible presence of new sod, the presence of a dated chemical lawn marker or allowed system maintenance, all of which may provide exemptions for off-schedule irrigation.

8. ADDRESS DETERMINATION

A correct address is vital. Often house numbers are not visible, or in the case of zero-lot line homes or businesses, it is difficult to determine whom the violation belongs to. If the address is not clearly discernable from the vehicle and the patroller feels it is safe, they should exit the vehicle and locate the meter box. Meter boxes are located in the easements near the street. Care should be taken not to shine lights directly at a house or window so as not to alarm a property owner. Once the meter box is located, the lid should be lifted carefully. The Contractor shall make patrollers aware that snakes, lizards, ants and other insects sometimes are in the boxes and instruct patrollers on how to handle these encounters appropriately. If the meter is running, the patroller shall record the meter number to support the violation and to aid in the determination of the exact address.

If a meter is not located and the address is not clearly discernable, the patroller shall write a note that provides the next closest address on either side. Example: Chevron on corner of Main Street (1200 block) and Bay Avenue (1300 block). With that type of locating information, the address can be determined through record review.

Medians and common areas do not have visible addresses. To write a median ticket the patroller must locate a meter number, otherwise there is no way to process the citation. In addition to writing a meter number, the patrollers shall also provide the closest cross streets and block numbers.

9. WRITING A CITATION

It is very important that citations are filled out neatly, accurately and completely. Currently, only the following fields must be completed prior to resuming patrol however, these requirements are subject to change at any time during the term of this contract. If the procedures do change, the City will work directly with the Contractor to advise on the changes. Citation examples have been included as Exhibit 4 – Citation Example.

9.1 EXAMPLE:

9.1.1 Top of Citation CITATION - DATE/TIME 4/28/21 4:28am

Thursday April 28 2021 4:28am

INFRACTION DATE MONTH DAY YEAR TIME

3238 S. Main Street STREET ADDRESS APT or LOT #

9.1.2 Mid Section of Citation

• Describe what type of plant material is being irrigated – if known.

• Detail which ordinance section is being violated (i.e. watering front yard on a non-watering day, or use of hose with no automatic shut-off nozzle, or hand watering of grass, etc.)

• Provide information about allowances, such as addresses ending with “0” may irrigate on

Mondays only or no irrigation allowed between 8am and 6pm.

9.1.3 Bottom of Citation

Signature 5555 Water 4/28/21 4:28am

OFFICER’S SIGNATURE # DEPARTMENT DATE/TIME

(Print name under signature)

9.2 Reverse of Yellow Copy

Space is provided on the reverse side of the Enforcement Office’s copy of the citation (yellow copy) for the patroller to make additional notes that would assist in providing courtroom testimony, if necessary. The patroller should use this space to make notes about how long they were at the location, customer contact (if any), and other specifics that would help present an accurate picture of what was done and what was observed while at the location.

9.3 CUSTOMER CONTACT

Occasionally, a customer may approach a vehicle to discuss a violation or ask questions regarding current restrictions. Patrollers shall act in a courteous, professional manner. If Patroller is ever concerned about their safety or are being verbally abused, the patroller shall safely drive away.

The patroller shall try to provide the customer with accurate information or printed material if available. Otherwise, the patroller shall give the customer the appropriate contact information to the Water Department to contact during normal business hours.

9.4 CELL PHONES/COMMUNICATIONS

The Contractor shall be responsible for providing cell phones to each patroller.

9.5 CITATION DROP OFF

At least 15 to 20 minutes before completing a shift, the completed citations must be securely dropped off at the Water Enforcement Office. Prior to depositing, patrollers shall secure completed citations with rubber bands to avoid scattering.

9.6 SPECIAL REQUESTS

Occasionally a patroller may be asked to investigate a specific address. The patroller shall incorporate the request into their patrol route and include a response with their observance and deposit the response with the shift citations.

9.7 EMERGENCIES

If the patroller is involved in or witnesses a situation requiring emergency service, the patroller shall immediately contact 911. If 911 services are not necessary, the patroller shall contact the appropriate parties.

Options include:

• Police

• Supervisor

• Fellow patrollers

• City Water Department contacts

Safety is our No. 1 priority.

9.8 COURT

Patrollers are required to attend court which may be held either virtually or in person in the Edgecomb Courthouse located at 800 East Twiggs Street, Tampa, FL 33602.

Patrollers should arrive fifteen (15) minutes early. Appropriate attire is business casual. Patrollers shall refrain from talking, laughing, or other unprofessional activities while court is in session.

Patrollers shall speak clearly, truthfully, and with confidence when testifying about a citation.

Patrollers’ image as professionals is very important.

9.9 SUPPLY KITS

Each patroller is supplied with a file box containing the supplies needed to patrol. Supplies include:

large flashlight, pen light, clip board, post-it notes, rubber bands, paper clips, notepad, pens, citation pads and manila folders containing important patrol information (“kit”). Patrollers are responsible for their own personal kit and for taking it to and from work. If a patroller runs low on any supplies, it is the patroller’s responsibility to request those items from the patrol supervisor by dropping a note though the mail slot or by calling and leaving a voice message. Kits must be returned upon request or termination of employment. All kit supplies are the property of the City Water Department and are to be used only for official patrol business. Failure to return the kit and its contents may result in a delay in receiving the patroller’s final paycheck and a payroll deduction of up to $45.

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