Chicago Police DepartmentSpecial Order S04-22-05
Cancellation of Administrative Notice of Ordinance Violation (ANOV) Citation Books
Issue Date:14 January 2013Effective Date:14 January 2013
Rescinds:
Index Category:Preliminary Investigations
I.Purpose
This directive outlines the procedures for the collection and destruction of the discontinued Administrative Notice of Ordinance Violation (ANOV) citation books.
II.General Information
Department members will familiarize themselves with the new ANOV citation books and refer to the Department directive entitled "Municipal Administrative Hearings" when citing a Municipal Code of Chicago ordinance violation on an ANOV citation.
III.Procedures
Upon an Administrative Message Center (AMC) notification for the cancellation of a series of ANOV citations, the following procedures will apply:
  • A.Unit commanding officers will ensure:
    • 1.a sufficient supply of the new ANOV citation books are acquired from the Equipment and Supply Section for distribution to Department members.
    • 2.the collection of the old ANOV citation books, on-hand and issued to members, including partially used books.
  • B.Department members will submit their old ANOV citation books to the designated unit member and, in turn, will be issued the new ANOV citation book.
    NOTE:
    Once the new ANOV citation books are issued, Department members will NOT use any other citation from any prior series.
  • C.Department members submitting partially used ANOV citation books will remove the “Issuing Officer, Investigator and/or Inspector Copy” (blue) of all issued ANOV citations and retain them for a one-year period from the date of issue.
  • D.Unit citations clerks will check all canceled series ANOV citation books and complete the corresponding Administrative Citation Control Sheet (CPD-11.495), indicating both the used and unused citations. When all citations on an Administrative Citation Control Sheet are accounted for, the sheet will be placed in the unit’s inactive file. In the event an Administrative Citation Control Sheet indicates that the citations have not been returned, the supervisor of the Department member to whom the citations were distributed will be notified to have the outstanding citations returned without delay.
  • E.If any canceled series ANOV citation books cannot be accounted for 30 days after the AMC cancellation, the Department member to whom the citations were distributed will, by the end of their next tour of duty:
    • 1.prepare a To-From-Subject report to their unit commanding officer explaining the circumstances under which the citations cannot be accounted for.
    • 2.initiate the appropriate case report and send an AMC message, which will include the ANOV number(s) of the missing citation(s). The AMC number will be incorporated in the narrative section of the case report.
    • 3.attach a copy of the case report and AMC message to the To-From-Subject report and submit the report to their unit commanding officer.
  • F.The Transfer Listing for MCC Administrative Notice of Ordinance Violations (CPD-11.498) will be used for the return of the old ANOV citation books. Each citation book will be listed by series, in numerical order, on a single line of the Transfer Listing. The number of the first and last citation in a citation book will be clearly printed on the same line of the Transfer Listing. The Transfer Listing will be prepared in triplicate and separated according to Item III-G of this directive.
  • G.After the collected ANOV citation books have been listed on the Transfer Listing, the books will be packed by series, in numerical order, in cartons. The Transfer Listing will be separated as follows:
    • 1.The yellow copy will be packed inside the carton containing the ANOV citation books listed on that Transfer List.
    • 2.The white copy will be taped to the outside of the carton containing the ANOV citation books, in such a manner that personnel can clearly read the listing.
    • 3.the pink copy will be kept by the sending unit in accordance with the existing records-retention requirements.
  • H.All official records for the old ANOV citation books will be retained by all units in accordance with the Department directive entitled “Records Management” and the existing records-retention requirements.
IV.Delivery and Disposal Procedures
  • A.All discontinued ANOV citation books which have been collected will be delivered to the Equipment and Supply Section.
    NOTE:
    Specific dates and procedures will be outlined by the AMC message canceling the ANOV citation series.
  • B.The commanding officer, Equipment and Supply Section, will coordinate with records storage warehouse personnel for further disposal of the discontinued ANOV citation books.
Authenticated by: JKH
Garry F. McCarthy
Superintendent of Police
12-051 RDR