Chicago Police DepartmentUniform and Property U02-01-01
Vehicle Assignment, Allocation and Operation
Issue Date:01 May 1997Effective Date:27 May 1997
Rescinds:G97-02-01
Index Category:Department Vehicles
I.Purpose
This directive sets forth Department policy and procedures relative to vehicle assignment, allocation and operation.
II.Vehicle Assignment and Allocation
  • A.Computerized Table of Motorized Equipment
    • 1.Vehicles will be allocated according to a computerized table of motorized equipment that has been approved by the Superintendent of Police.
    • 2.The computerized table of motorized equipment will reflect the number of vehicles permanently assigned to each unit.
    • 3.Any vehicle allocation that modifies the table of motorized equipment, including, but not limited to, the loan of a vehicle for over 30 days, will be initiated by submitting a written request for approval to the Deputy Superintendent, Bureau of Administrative Services.
    • 4.The General Support Division is authorized to substitute vehicles within the limits of prescribed vehicle allocation constraints.
    • 5.Requests to loan or temporarily transfer assigned vehicles may be authorized by the commander of the lending unit. However, if the temporary transfer is anticipated to exceed 72 hours in duration, the commanding officer of the lending unit will ensure that the command staff member of the General Support Division is notified in writing.
  • B.Assigned Vehicle
    Unit commanding officers are responsible for all vehicles assigned to their unit. Unit commanding officers will ensure that:
    • 1.accidents and damaged vehicles are reported to the Fleet Management Control Board.
    • 2.maintenance and electrical failures are reported to the City-Wide 3 (C-W 3) dispatcher.
    • 3.vehicle interiors and exteriors are maintained in a clean condition.
    • 4.vehicles are made available for accident damage inspection when requested by Fleet Management or the General Support Division.
    • 5.vehicles are made available for scheduled preventive maintenance as directed by Fleet Management.
  • C.Reserve Vehicle Pools
    • 1.Fleet Management will maintain a pool of marked and unmarked vehicles at each of its garages to replace vehicles that are out-of-service due to mechanical or electrical failure.
    • 2.Units that do not use all their assigned vehicles on each watch will:
      • a.fill vehicle replacement requirements with “downed” vehicles.
      • b.notify Fleet Management of repair requirements.
    • 3.If a replacement vehicle is not available from within the unit, the member will request a replacement vehicle by contacting the Fleet Management Control Board and reporting the:
      • a.identification number of the vehicle that is out-of-service.
      • b.location of the vehicle.
      • c.nature of the mechanical or electrical failure.
    • 4.Fleet Management will identify the garage that will provide the replacement vehicle, which in most instances will be the same garage that performs maintenance service on vehicles from the requesting unit.
    • 5.When a replacement vehicle cannot be provided by the servicing garage, the garage service writer/pool vehicle attendant will contact the remaining garages to determine if a pool vehicle is available. If no vehicle is available, the requesting unit will be advised to call Operations Command and request a replacement vehicle. Operations Command will identify the unit providing the replacement vehicle. The borrowing unit will return the vehicle prior to the time that it is scheduled for use by the lending unit.
    • 6.The following units are authorized to make regular use of assigned vehicles to other units during those hours in which the vehicles are not in use:
      BORROWING UNITLENDING UNIT
      Special Functions Group Area Detective Division
      Area Youth Investigations Section
      District Tactical Units
      Youth Investigations SectionsArea Detective Division
      Special Functions Group
      District Tactical Units
      District Tactical UnitsArea Detective Division
      Special Functions Group
      Area Youth Investigations Section
    • 7.When a vehicle is brought to a Fleet Management facility for service or repair, a Fleet Management employee will complete a Department Vehicle Repair Memorandum / Department Vehicle Damage and Missing Parts form (CPD-35.106). The vehicle operator will affix his signature next to the Fleet Management employee's signature indicating the operator’s agreement with the inventory of damage or missing parts. This form will be:
      • a.retained in the Fleet Management facility file according to the current Retention Schedule.
      • b.used as a reference to identify any damage to the vehicle while in the possession of Fleet Management.
III.Vehicle Operations
  • A.Operating Requirements
    • 1.Department members will:
      • a.promptly proceed to their assignment locations and operate Department vehicles in a legal, safe and courteous manner.
      • b.drive Department vehicles with due regard for the safety of all persons, under all circumstances. The vehicle operator may be held responsible for the consequences of his conduct when operating a Department vehicle.
      • c.during routine driving, operate Department vehicles in a safe and courteous manner and comply with all traffic laws and ordinances.
      • d.not operate a Department vehicle without the authorization of his supervisor, except in an emergency.
      • e.have in their possession a valid Illinois drivers license when operating a Department motor vehicle.
      • f.when their drivers license is suspended or revoked, immediately submit a To-From-Subject report to their commanding officer. This report will:
        • (1)cite the circumstances under which the suspension or revocation occurred.
        • (2)specify the duration of the suspension or revocation.
        • (3)be forwarded to the command staff member of the Human Resources Division by the member's commanding officer.
    • 2.Department vehicles, other than those equipped with special push-bumpers, will not be used to push or tow other vehicles.
    • 3.All Department vehicles will be properly parked and locked when conditions at the scene permit and prompt police action will not be compromised.
  • B.Operation of Department Vehicles by Civilian Members
    • 1.Civilian operators of Department vehicles will not use the siren, emergency roof lights, or high-beam oscillating headlights. This prohibition does not apply to Department of Fleet Management personnel or Property Management personnel while in the performance of their assigned duties.
    • 2.If summoned by a citizen to provide assistance, a civilian operator of a Department vehicle will:
      • a.immediately identify himself as a civilian Department member having no police powers.
      • b.ascertain whether or not police assistance has been requested.
      • c.notify an Office of Emergency Management and Communications (OEMC) dispatcher via the vehicle’s radio, if equipped, or proceed to the nearest public telephone and provide the nature and location of the incident to the OEMC if the incident has not been reported.
    • 3.Civilian members who become involved in a police related incident while operating a Department vehicle will submit a To-From-Subject report detailing their involvement to their unit commanding officer.
  • C.Operation of Department Vehicles Beyond City Limits
    • 1.Members may operate Department vehicles beyond the City of Chicago limits when:
      • a.conducting an investigation of a police related matter.
      • b.performing an approved Department assignment.
    • 2.Members are to follow the instructions for either Intra-State or Interstate Travel as enumerated below.
    • 3.Intra-State Travel
      • a.Department vehicles may be operated anywhere in the State of Illinois for specific police purposes.
      • b.When conducting a follow-up investigation, the operator of the vehicle will obtain the approval of his immediate supervisor prior to leaving the City limits.
      • c.Trips outside the City limits, other than follow-up investigations must be authorized by the operator's district commander/unit commanding officer in a To-From-Subject report.
      • d.When a gasoline credit card is necessary, the vehicle operator will submit a To-From-Subject report requesting a gasoline credit card and a copy of the To-From-Subject report approving the trip to the Finance Division.
    • 4.Interstate Travel
      The following provisions will apply when Department vehicles or rental vehicles are used for interstate travel:
      • a.Interstate use of a Department vehicle or the rental of a vehicle for interstate travel may be authorized, when necessary, by the district commander/unit commanding officer of command staff rank.
      • b.If a Department vehicle is used, the operator of the vehicle will:
        • (1)complete an Out of State Vehicle Insurance Request (CPD-61.307) form, obtainable from the Finance Division, at least five days prior to the departure date.
        • (2)obtain the signature of the approving district commander/unit commanding officer.
        • (3)forward the Out of State Vehicle Insurance Request form to the Finance Division.
      • c.The Finance Division will:
        • (1)insure the vehicle and send the operator of the vehicle a copy of the insurance coverage.
        • (2)only if necessary, issue a gasoline credit card.
        • (3)only if necessary, issue a car rental credit card.
      • d.In the event of an immediate follow-up investigation, the operator of the vehicle will:
        • (1)obtain the approval of his watch commander prior to leaving the City limits.
        • (2)upon return to the unit, make a telephone notification to the Finance Division for procedural instructions. During non-business hours, the Finance Division is to be notified on the next business day.
        • (3)complete an Out of State Vehicle Insurance Request form and submit it to the Finance Division with the approving watch commander’s signature.
      • e.A rental vehicle is to be used only when necessary and with the use of a Department issued car rental credit card. The approval to rent a vehicle must be authorized by a command staff member of the requesting unit.
      • f.Car rental credit cards may be obtained from the Finance Division. If the Finance Division is closed and an emergency situation occurs, a car rental credit card may be obtained at the Detective Division area. Detective Division area commanding officers are responsible for the proper issuance and collection of the car rental credit cards.
      • g.When a car rental credit card and/or gasoline credit card is issued, the Finance Division or commanding officer of the issuing unit or his designee will advise the vehicle operator of its proper use.
      • h.Personnel who request car rental credit cards and/or gasoline credit cards will:
        • (1)prior to travel, submit a To-From-Subject report to their commanding officer stating the purpose of the trip.
        • (2)upon return, forward the approved report, all credit card receipts and related documents to the Director, Finance Division.
IV.Radio Call Identification Numbers (Beat Plate)
  • A.Assignment
    Beat plates bearing radio call identification numbers will be displayed by all Department vehicles with the exception of:
    • 1.unmarked vehicles.
    • 2.motorcycles.
    • 3.police all purpose vehicles.
    • 4.three wheel utility vehicles.
    • 5.water craft.
    • 6.Hostage / Barricaded / Terrorist (HBT) special equipment vehicles.
    • 7.the Mobile Command Post.
  • B.Display
    • 1.Radio call identification numbers are published in the directive entitled "Communications Systems and Devices."
    • 2.Operators of marked vehicles that have roof affixed equipment mounting bars will insert the beat plate in the display bracket and ensure that the beat plate is locked in place while being displayed.
    • 3.Marked vehicles that do not have roof affixed display brackets will ensure that a beat plate is displayed in the rear window deck bracket or in the front windshield clip provided in the vehicle.
    • 4.Operators of vehicles that are required to display a beat plate will:
      • a.operate a vehicle displaying a temporary beat plate only when authorized by their watch commander.
      • b.leave the beat plate in display position unless the vehicle is taken out-of-service or reassigned to another beat.
      • c.ensure that the beat plate correctly reflects the vehicle operator's assignment.
      • d.return the beat plate to the desk sergeant, in the event that no replacement vehicle is available.
    • 5.Any sworn supervisor who observes a vehicle lacking a numbered beat plate, if circumstances allow, will:
      • a.obtain the operator's name, star number, district/unit of assignment and reason why he has no numbered beat plate displayed.
      • b.if the situation warrants, make a telephone notification to the operator's district commander/unit commanding officer, noting the date, hour, location, vehicle number, operator's name, star number and details of the deviation.
        NOTE:
        When the vehicle observed is from the same district/unit as the supervisor noting the discrepancy, documentation of the deviation will be made on the Command and Supervisor's Management Log (CPD-11.455). Appropriate corrective measures will be taken to ensure compliance with this directive.
  • C.Beat Plate/Mounting Replacement
    Vehicle operators requesting replacement of missing or damaged beat plates, numerals, adhesive sponge rubber strips, inside window clips, display brackets, etc., will submit a To-From-Subject report, approved by their watch commander or unit commanding officer, to the command staff member of the General Support Division.
Matt L. Rodriguez
Superintendent of Police
95-086 FRC(HEH)