management services review ad hoc committee …sep 11, 2018 · adding areas to doa reports. 32...

MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE

Agenda

Administration Conference Room Tuesday, September 11, 2018

1:00 p.m.

1. Call to Order/Pledge of Allegiance

2. Roll Call/Notice of Quorum

3. Chair’s Announcements

a. Introduction of Guests and Staff

Linda Stone, GRF President

Randy Ankeny, Executive Director

Paul Bristow, Security Services Director

Marcy Kmieciak, Recording Secretary

b. Rules of Order

c. Chair’s Report

4. Approval of Minutes

a. Minutes of Regular Meeting, August 6, 2018 (pp. 1-2)

5. Shareholder/Member Comments – Agenda Items Only

(Limited to 3 minutes per person)

6. New Business

a. Security, Bus and Traffic Services Proposal (pp. 3-8)

7. President’s Comments

8. Shareholder/Member Comments

(Limited to 3 minutes per person)

9. Committee Member Comments

10. Next Meeting

Thursday, October 4, 2018 – 1:00 p.m.

Administration Conference Room

11. Adjournment

MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE MINUTES

Monday, August 6, 2018

The meeting of the Management Services Review Ad Hoc Committee was held on Monday, August 6,

2018. The meeting was called to order at 1:00 p.m., by Chair Rapp, in the Administration Conference

Room.

ROLL CALL

Present: Ms. K. Rapp, Chair

Ms. S. Fekjar Ms. R. Winkler

Ms. M. Gerber Ms. L. Stone, Ex-Officio

Absent: Mr. S. McGuigan

Staff and Guests: Mr. R. Ankeny, Executive Director

Ms. N. Ray, Stock Transfer Manager

Ms. P. Snowden, GRF Representative, Mutual Two

Ms. S. Hopewell, GRF Representative, Mutual Six

Hon. S. Massa-Lavitt, City Council

Ms. M. Kmieciak, Recording Secretary

3 Shareholders/ Members

CHAIR’S ANNOUNCEMENTS Chair Rapp welcomed Committee members, and recognized the attendees: Linda Stone – GRF President, Randy Ankeny – Executive Director, Nancy Ray – Stock Transfer Manager, Marcy Kmieciak – Recording Secretary.

RULES OF ORDER Chair Rapp asked everyone to turn off their cell phones, and raise their hands to speak. CHAIR’S REPORT Chair Rapp had no report to present at the time of the meeting.

APPROVAL OF MINUTES The minutes of the May 29, 2018, regular meeting were approved, as presented. SHAREHOLDER/ MEMBER COMMENTS There were no Shareholder/Member comments at the time of the meeting. UNFINISHED BUSINESS

1

MANAGEMENT SERVICES REVIEW AD HOC COMMITTEE 8/06/2018 Page 2 of 2

Stock transfer Services Proposal

The Committee revised the final review of the Stock Transfer Service Proposal (see attached).

STAFF REPORTS

There were no staff reports presented at the time of the meeting.

PRESIDENT’S COMMENTS

The President commented on various items pertaining to the agenda throughout the meeting.

SHAREHOLDER/ MEMBER COMMENTS

There were no shareholder/member comments.

COMMITTEE MEMBER COMMENTS

Four Committee members spoke on the proceedings of the Committee meeting.

ADJOURNMENT

Chair Rapp adjourned the meeting at 1:43 p.m.

______________________________________________

Kathy Rapp, Committee Chair

Management Services Review Ad Hoc Committee

mk 08-06-18

2

Item GRF Security Services 2 Standard Yes/No Comments

1SBT Committee Prepare Monthly Report and

Power Point Director Standard

2SBT Committee Prepare and Present Special

Projects Director Some may be time consuming involving extensive research

3 SBT special Meetings - parking Policies Director Reviewed and rewrite of parking policies

4Presidents Council monthly meetings as

requested Director

As requested prepare presentations

5

Presidents Council round table meetings as

requestedDirector

6 Mutual Meetings as requested Director Present or meet re special issues such as parking

7 GRF Board meeting Director Monthly

8Citations, proofing and approval GRF and

Mutuals Director

9Citations evaluating if security can void, if so

forwarding to parking for process (GRF)Director

10Citations evaluating if security can void, if so

forwarding to parking for process (GRF)Director

11Citations, appeals proofing and approval (GRF) Director

12Citations, appeals proofing and approval

(Mutuals) Director

13Citations, assist Secretary in preparing appeal

packet (GRF)Director

14

Citations, assist Secretary in preparing appeal

packet, (Mutuals). Director

15Citations, appeals packet proofing and approval

GRFDirector

16Citations, assist violators with enquiries GRF Director Several per month

17Citations, meet with Parking on a monthly basis

to review issuesDirector

18Citations, daily basis answer and review issues

GRF Director

19Core Watch Commander meetings (bi-weekly) Director Participates with manager

20 Full Watch Commander meetings (monthly) Director Participates with manager

21Parking policies Director

Reviewed and rewrite of parking policies - met with parking 4

times to review

22 Parking Decals Director Oversee issue of parking decals

23 Parking Decals Director Redesign of parking decals

24 Parking Decals - golf carts - Director Redesign of golf cart decals and issue procedures

25 Parking Decals - golf carts Director Presented to Rolling Thunder on new policies

26 Budget, weekly basis review security hours Director

27

Budget, Monthly review and separate for future

reference hours that are related to other

departments or mutuals

Director / Manager

28Budget, review variance report, forward to

Finance Director Monthly

29 News Articles Director Monthly

30

Reports - daily review and dissimilate reports to

each mutual president

Director Each Morning, including weekends review reports and forward

to mutual presidents as draft, answer and possibly research

any enquiries that are generated from those reports.

31Reports - requirements of mutuals

Director Reports are changed to reflect needs of the mutuals, such as

adding areas to DOA reports.

32

Training Director

Direct subjects for officer training meetings. Subjects break

down by access control to issues effecting mutuals such as

individual parking, DOA,

33 Training Mutual specific Director DOA procedures, fire, theft reports, patrol procedures.

34Training Watch Commanders - Mutual specific Director Presentation and training by Stock Transfer

35

Special projects Director

Current projects, keys, access and visitor passes. Decal

system revamp for vehicles and Golf carts, front gate

appearance, parking policy rewrite, security procedures rewrite

36

37 Provide presentations for various clubs Director As requested

38Provide presentations for various GRF depts.

on workplace violence Director

39 Review security policy and procedures Director Ongoing

40

Set up cameras for mutuals Director

Typically due to unauthorized activity, aid in choosing position

for cam, ensuring batteries are replaced, checking video upon

request

41Arrange and schedule watch commander and

officer training meetings Director

42 Work with mutual on problematic members Director Several per month

3

43Work with member resources re problematic

members Director

44Oversee cooin counting, check and sogn off on

counts Director

45Oversee and plan staff levels for summer

concerts Director

46 Attend Summer concerts Director

47Deal with and investigate issues arising from

concerts Director

48

Down load CCTV from accidents etc at summer

concerts Director

49 Safety Inspections - Monthly Director

50 Daily inspect one post Dirctor

51 Work with Mutuals on coin counting issues Director

52Read and convert all security reports Office Secretary

Most security reports are handwritten, these are transferred to

typed. - file with photos

53Filter security reports and send to appropriate

parties Office Secretary

Reports are sent to the appropriate Mutual president, stock

transfer, mutual administration and services.

54Research and follow up on above Office Secretary In many instances reports require time consuming follow up

55Receive citation appeals GRF Office Secretary

Researches together with parking enforcement produces

packets for PVB panel

56Receive citation appeals Mutuals Office Secretary

Researches together with parking enforcement produces

packets for Mutual panel

57 Send letters or e mails to appellants GRF Office Secretary Typically 30 per month

58Send letters or e mails to appellants Mutuals Office Secretary Typically 30 per month

59 Call appellants as follow up GRF Office Secretary Typically 30 per month

60 Call appellants as follow up Mutuals Office Secretary Typically 5 to 10 per month

61 Produce appeal packets for PVB panel Office Secretary

62 Schedule PVB board and conference room Office Secretary

63 Purchasing Office Secretary Prepare, issue and follow up on all purchases

64Secretary for all security meeting Office Secretary

take notes in all meetings for security, follow up with

assignments for staff

65 Employee List Office Secretary

66 Receive and distribute employee list Office Secretary

67Keep track of and ensure employees perform

physicalsOffice Secretary

68 Produce bulk passes for special events Office Secretary

69

Arrange and schedule watch commander and

officer training meetings Office Secretary

70 Research items such a s special PPE Office Secretary

71 Keep hospice book up to date Office Secretary

72 Keep no admit list up to date Office Secretary

SECURITY SERVICE MANAGER Standard Yes/No

73 Oversight Responsibility offices MANAGER/WATCH COMMANDER Approves OT, assists with backfills

74 Schedule and approve time off requests MANAGER/WATCH COMMANDER Manager approves and signs off in ADP

75Assists with officer call outs and inputs into

ADPMANAGER/WATCH COMMANDER Manager recommends back fill and inputs into ADP

76Approves OT and Special Force Requests MANAGER

Approves OT, validate request and authorizes special force

requests

77Approves ADP Bi Weekly Payroll Completion MANAGER/WATCH COMMANDER Run approval ADP report and correct as required

78

Oversight Responsibility for Security Officers

train in programMANAGER

Assists with and identifies procedures that are cost effective

and best serve GRF and owners/residents

79Participates and Approves "Best Practice"

training proceduresMANAGER/WATCH COMMANDER

Recommends agenda items and leads/ presents special

subjects

80 Attends and participates in training meeting MANAGER Recommends agenda items and leads

81 SBT meetings (AS Required) DIRECTOR/MANAGER Attends participants as needed

82 GRF Board Meeting DIRECTOR/MANAGER Attends participants as needed

83 Executive Director Staff Meeting DIRECTOR/MANAGER Attends participants as needed

84Leads core Watch Commanders MANAGER BI WEEKLY

Develops agenda and delegates projects. Day evening, and

graveyard WC only.

85 All watch commander meeting (Monthly) MANAGER/CORE WATCH Meets with all WC. Co-Host with Core WC

86Reviews, corrects, and approves security

reportsMANAGER/WATCH COMMANDER Research, correct and follow up with officer

87Review, corrects and approves security reports MANAGER Reviews all reports research and corrects as needed

88Review and follow up on security manager daily

emailsMANAGER Review investigate take appropriate action

89Receive and resolve complaints MANAGER

Handle and meet with all complaining parties, investigate, and

lead probe resolution effort

90

Open door policy, meeting employee

suggestionsMANAGER

Receive and evaluate employees suggestions as to

effectiveness and return on investment to security and

owners/residents.

4

91

Oversight Responsibility for Security evaluation

process and employee developmentMANAGER

Insure appraisal process is fair and accurate rating of

individual contribution and development plan in place.

92Develop and Implement work observation MANAGER/CORE WATCH

Validates officers demonstrated work proficiency and

documents effort for training needs and appraisal process.

93

Steward budget results/research and take

effective action to meet budget objectiveMANAGER

Make decision with sense of urgency to (cut OT) reduce labor

dollars in order to meet budget. Utilize variance report,

purchase order, OT reports for controlling budget dollars.

94

Leads Security Safety Program MANAGER

Initiates safety awareness program and safe work habits

observation efforts teams with safety coordinator to insure safe

work environment

95

Implement emergency protocols for fire,

hazmat- blood drive flood restoration and police

activities.

MANAGER

Write procedures with specific emergency functions and

notification chain of command. Checklist of forms to be

completed.

96leads and co-leads emergency team effort

major disruptionsMANAGER/WATCH COMMANDER Power outage, structure fire, flood, earthquake

97Back fill patrol/ traffic gate officer MANAGER

Called in or backfill day WC/ officer to meet unfilled job

assignment in order to meet custom demand.

98 Safety Inspections. Weekly MANAGER

99

support office personnel in meeting customer

demandsMANAGER

Answers telephone calls assist fellow office personnel with

answering in bound calls, Jenark functions, Dispatch

operations. Also assist board with congested traffic lane.

100GRF Towing Policy DIRECTOR/MANAGER

Authorizes towing from GRF property, leaking Hazmat policy

violations.

101

Oversite responsibilities for camera & radio

maintenanceMANAGER

Insure cameras and radios in working order and personnel

available to meet police and GRF requests.

102SECURITY WATCH COMMANDER ROLE Standard Yes/No

103Develop and Plan biweekly Work Schedule WATCH COMMANDER

Schedule Vacations /Coin Collection/Projects: Amphitheater

Events

104

In put biweekly work schedule (Excel) and post WATCH COMMANDER Post schedule Tuesday before first week

105

106

Approves all time off requests and adjusts

scheduleWATCH COMMANDER

107

Daily corrects schedule based on callouts and

special requests

WATCH COMMANDER Requires immediate action to obtain work force in order to

meet time deadline

108 Up dates Refusal/Acceptance Log WATCH COMMANDER Tracks

109Completes Call-Out form and enters into ADP WATCH COMMANDER Appropriate code

110Registers Employees into ADP and adds

Fingerprints to Time ClockWATCH COMMANDER AS Needed

111 Completes Overtime Request Form WATCH COMMANDER Why Necessary/Approval in Advance

112 Review Exception Time Report (Approved) WATCH COMMANDER Weekly and Before Payroll end

113 Correct employees time (adp) WATCH COMMANDER Daily

114Trains and gives immediate instruction with

Safety Infractions/Customer Relations

WATCH COMMANDERUse Observation Form/Documentation

115Submits Best Practices Training Suggestions WATCH COMMANDER Based on Work Place Observations

116 Develops and Presents Training Programs WATCH COMMANDER Safety and Operational Procedures

117 Maintains and Updates Training Record WATCH COMMANDER Subjects/Dates/Trainer

118 Leads or Participates in Meetings WATCH COMMANDER As Needed

119 Validates Employee's Performance WATCH COMMANDER Officer Demonstrates

120 Writes Employee Reviews WATCH COMMANDER 90 Day and Annual

121 Records Daily Statistics WATCH COMMANDER RI's, Car Count, Reports

122 Reviews Reports for Accuracy WATCH COMMANDER All reports

123Research and contact officers/owners for

correct report information

WATCH COMMANDERCorrects Reports

124 Review Pass Input data vs. Board WATCH COMMANDER Input missing passes

125Review Pass Down Log w/ previous shift W.C.

WATCH COMMANDERRemarkable events/Follow-up

126 Review W.C. Emails for Required Action WATCH COMMANDER Daily

127 Review Telephone Messages WATCH COMMANDER Take action/Follow-up

128 Answer GRF/Mutual Questions WATCH COMMANDER As Requested

129 Reviews Citations WATCH COMMANDER Pets, Mutual, and Non-GRF

130 Respond to other Department requests WATCH COMMANDER STO/Admin/Maint/MuAdmin/PhyProp

131 Contractor Issues WATCH COMMANDER Working Hrs./Permits/Passes

132 Answer Intra-Office work questions WATCH COMMANDER

133 Give Direction to Dispatch/Patrol Officer WATCH COMMANDER

134Monitor Point, Board Activities for Traffic

DelaysWATCH COMMANDER

135Check Board for Accuracy and Organization

WATCH COMMANDER2-3 times per Shift

136 Check Officers for Uniform Appearance WATCH COMMANDER Polo Shirts (Gates/Traffic), Ties Below 75 Degrees, Vests

5

137 Assist with inbound Telephone calls WATCH COMMANDER Including 911 Requests

138 Assist with Jenark Requests WATCH COMMANDER

139 Assist with Counter Customers WATCH COMMANDER Walk-ins

140 Assist Board Officer with Entry Delays WATCH COMMANDER Traffic Back-up

141 Back Fill Patrol Officer in Field or at Traffic WATCH COMMANDER AS Needed

142 Accept Emergency call-in During Off Hours WATCH COMMANDER Transport Employee to occupation; center or Back fill Sick

143 Lead Security Emergency Team Effort WATCH COMMANDER Power Outage/Structure fire/Flood/Earthquake

144Office Contact for SBPD+OCFA+GOVT

Agency QuestionsWATCH COMMANDER AS Needed

145 Requests SBPD for Assistance WATCH COMMANDER Lost Resident/Keep Peace/ Vagrant

146 Assist with Unattended Deaths WATCH COMMANDER Contact necessary agencies/individuals

147 Assist with Unauthorized Guests Stay WATCH COMMANDER

148 Assist with Driver w/ no license WATCH COMMANDER

149 Assist with Resident Check WATCH COMMANDER

150 Handles Beeper Calls WATCH COMMANDER OCFA emergencies

151 Answers Policy Questions WATCH COMMANDER GRF & Mutuals

152 Handles Process Server Requests WATCH COMMANDER Contact Admin on All GRF/Executive Coordinator

153 Oversite responsibilities for Care Reports WATCH COMMANDER

154 Oversite responsibilities for DOA Reports WATCH COMMANDER

155Oversite responsibilities for Traffic Collision

ReportsWATCH COMMANDER

156Oversite responsibilities for Injured Person

ReportsWATCH COMMANDER

157 Oversite responsibilities for Incident Reports WATCH COMMANDER

158Oversite responsibilities for Occupancy Reports WATCH COMMANDER

159Oversite responsibilities for Lost Resident

Reports

WATCH COMMANDER

160Oversite responsibilities for Paramedics

Reports

WATCH COMMANDER

161Oversite responsibilities for Tow Policy and

Handling WATCH COMMANDER

162 Oversite responsibilities for Theft Reports WATCH COMMANDER

163Oversite responsibilities for Vandalism Reports WATCH COMMANDER

164 Oversite responsibilities for Fire Reports WATCH COMMANDER

165Knowledgeable on Building Fire/water Alarms

WATCH COMMANDER

166 Knowledgeable on Library Alarms WATCH COMMANDER Fire and Entrance

167 Knowledgeable on Elevator Alarms WATCH COMMANDER Mu15/Mu17/CH6/CH5/Admin

168 Pump Alarms WATCH COMMANDER / patrol CH2 & Amphitheater

169Knowledgeable on Community Camera

Placement WATCH COMMANDER

170 Download Body Cam and Dash Cams WATCH COMMANDER

171Receive request for maintenance from

shareholders WATCH COMMANDER / officer

172Receive request for bus rides from

shareholders WATCH COMMANDER / officer

173 Maintain and Operate Radios WATCH COMMANDER

174 Order Supplies WATCH COMMANDER Stationary and Hospitality

175 Handles Dumping Issues at 1.8 Acres WATCH COMMANDER

176Validates all GRF Doors and Buildings Secured

at night

WATCH COMMANDERGraveyard W.C.

177 Validate all Exterior Gates Secured Nightly WATCH COMMANDER Graveyard W.C.

178 Safety inspections - daily WATCHCOMMANDER ALL

179 Post inspections - daily WATCHCOMMANDER

180 Reports Computer and Telephone Issues WATCH COMMANDER

Security Services Officer Positions Standard Yes/No

6

181

Traffic Officer The Traffic Officer Position includes five

separate roles: Traffic, Board, Office Exit

Gate and Exterior Gates (North & St Andrews

Gates). The Traffic Officer role is responsible

for directing all traffic at the Main Gate. This

position has total authority over all traffic:

Vehicles, Bicycles, Pedestrians, Scooters.

The position directs the no pass lane (Board)

traffic. The Board stops traffic that requires a

guest or vendor pass and works with the

Traffic "Point" Officer.Office Traffic Officer

answers phone calls meets and assists

counter customers. Contacts owners for guest

authorization. The Exit Gate Officer also

answers phone calls verifies pedestrian and

bike traffic, usually from the public bus system

at the South entrance of the Security Building.

Lastly, the North and St. Andrews Gate

Officers verify owners and guests who must

have Member ID, Decals or a guest pass to

enter Leisure World.

The Traffic Point Officer has the most responsibility of any

Security Officer and is exposed to vehicle traffic from three

different directions. In addition to moving all traffic in an

efficient manner the Point Traffic Officer must insure the

Safety of all those entering the Main Gate. In addition, the

Point Officer must keep lanes open for emergency vehicles

which cannot be delayed. Also, the traffic movement is more

hazardous do to the admission parking pass system which

backs up and congests incoming traffic. It now requires

addition staff daily to intervene in order for Public Busses and

large delivery trucks to keep their customer commitments. The

stress factor to potential buyers, professional visitors and

"Mom & Pop" guests is another real concern. The Board

Officer has to be observant and ready to stop incoming no

pass guests. The Board Officer has to listen for the last name

of the resident, find the label and place it on a pass for the

dashboard, face up. In some cases the guest or even owners

will bring another car with them and be upset because they too

have to have a entry and parking pass for their car. Add to the

situation someone who needs directions and you tell them to

go inside and they will help you, Oh Yeah, come back out and

get in line! The Gate Officers are looking for guests with

passes, owners with decals or Member I.D. cards as

authorization for entrance. Here again, Members with I.D.

cards think guests can come in with them; however, they need

a parking pass and are routed out and to the Main Gate. The

Traffic Officer in the office rotates inside from the Board and

answers all types of calls from emergency assistance, to

182

Dispatch Desk The Dispatch Desk Officer's first priority is

communicating with the Patrol Officers via the

Radio System. The Dispatch Officer directs

the Patrol Officers and assigns priorities to all

field work. They maintain the Patrol Log and

make sure all pertinent data is recorded. Also,

they communicate schedule changes and pick-

ups for the Transportation Department

(Access Bus). In off hours and weekends they

take Maintenance calls and dispatch

Maintenance techs.

Dispatch Desk has the overall responsibility for completing the

work load in a timely manner while utilizing the work force to it's

utmost efficiency. A secondary role is to assist counter walk in

customers and to answer incoming calls. The dispatch position

is also required to have all breaks, swimming pool included,

covered. The Dispatch Desk is a stressful job almost every

day depending on the work load and available Patrol Officers; it

requires a quick thinking individual and a calm demeanor.

183

Patrol OfficerThe Security Services Patrol Officer performs

a variety of functions in serving the GRF

stakeholders. The Patrol Officer's primary

role is to be in the Community, thereby, able

to respond faster to emergencies. In addition,

by being visible the community would be more

likely to act correctly or request assistance..

.

184

Patrol Officer / Coin counting 3 officers two

days per month Patrol Officers also collect coin laundry

money, count and delivery to Finance

Department as well as transport Library funds

to Finance (2 Officers - 4 day process). Also

Patrol Officers direct traffic and assist with

Amphitheater Performances (8-10 officers)

Security Officers perform standby duty for

Admin/Mutual Meeting.

185

Patrol OfficerProvide all night guard for festivals and flea

market events. Meet Mutual Director for

vehicle tow's, take picture and write reports.

Escort duty for parade…Rolling Thunder. Also

providing break relief for Swimming Pool.

Performing Security checks for RV lot.

186 Doa unattended Security / Patrol officer Typically 4 hours

187 Paramedic report Security / patrol officer Between 15 min and 1 hour

188 Doa attended Security / Patrol officer Typically 1 hour

189 Occupancy check Security / patrol officer Typically 10 min

190 Fires Security / Patrol officer Typically 30 min

191 Door openings Security / patrol officer Typically 10 min

192 Reliefs for pool Security / patrol officer One hour per day

193 Accidents Security / Patrol officer 30 min to one hour

194 Ooor openings Security / patrol Officer 15 Min max

195 Injuries Security / patrol office 30 to one hour

196 Issue tickets on GRF streets Security / patrol office

197 Issue tickets on mutual property 1920 Security / patrol office

198 Issue tickets on mutual property 1927 Security / patrol office

7

199 Coin counts Security officer

200 Assist with lost shareholders Patrol Officers

201 Issue tickets on GRF streets Parking Enforcement

202 Administrative for parking on GRF streets Parking Enforcement Approximately 30 min per ticket, if appeal one hour

203 Issue tickets on mutual property 1920 Parking Enforcement

204 Issue tickets on Mutual property 1927 Parking Enforcement

205Administrative for parking on mutual Property Parking Enforcement Approximately 30 min per ticket, if appeal one hour

206Additionally several forms are completed by

available officers or watch commanders

207

Officers or Watch Commanders as available

and assigned

DOA: This Report completed by Officer when

person passes away inside LW. Write report

even if person not owner in Leisure World.

Important to get who called Security and when

called.

Purpose of he DOA report is to is to obtain who is the legal

person of record. Protect the assets of the deceased until a

legal owner can be confirmed.. The dispatched officer needs to

try and ascertain who that is and are they present. Also, if no

legal authority, place a knoblock, complete knoblock form

inside office

208


and assigned

In the event death is unattended Police and Coroner will

investigate and can take all day. We must stay on prim to

make sure nothing is taken from house until body is removed

or legal authority shows up.

209


and assigned

FIRE REPORT: OFFICER generates a fire

report any time fire or fire indicators are

detected (smoke, smell, flames). Also, take

pictures of damage. In the event Fire

Department cancels report still write one up

and indicate canceled by Fire Department.

If Fire Department is called write up report, 1st officer on scene

starts report. Indicate what units are involved and if residents

are spending nights somewhere else (Hotel, Family, staying in

unit). Mutual has to authorize overnight stay and for how long.

Also, check and see if some unit has fans, usually

Maintenance provides. If large fire may have to post guards for

a few days until area can be secured with fence. Have Eloy

#82 contacted, along with Maintenance to assist if during

regular hours.

210


and assigned

LOST RESIDENT: Patrol Officers complete

this form when resident or guest is reported

lost. Important information is description of

person and clothes wearing also how long

gone, where last seen and good contact

telephone/Cell. Also, have SBPD contacted

for their help.

If person is lost during day we alert Eloy, Maintenance and all

Patrol with description and contact number. Also, notify all

gates to be on alert. Also, see if family member or caregiver at

unit. Upon finding person see if SBPD or CARE can transport

home. In the event no person in home PD can get hold of

family or arrange for APS to care.

211


and assigned

THEFT REPORT: Patrol Officer completes

Theft Report anytime Owner/Guest reports

property taken.

In completing the theft report the officer obtains the

approximate time the theft occurred and if the property was

locked up and if anyone saw or has more information as to a

suspect. Also, the owner is encouraged to call and make a

Police Report. If the stolen property is a bike, car or golf cart

start a search of the surrounding area to see if item was

misplaced or just taken for a joy ride,

212


and assigned

TRAFFIC REPORT: All Traffic Accidents in

Leisure World must be reported. Damage is

accessed and documented. If GRF/Mutual

property is damage the appropriate Building

Inspector will be notified to evaluate the

Safety situation. In the event a GRF

employee is involved the employee will be

taken tested, also the Safety supervisor will

be notified.

The Traffic Accident Report documents the accident and

records witness information and tells how the accident

occurred. In the event a Golden Rain employee is involved no

personnel information will be displayed. Car A is the hitter and

the report will be forwarded along with pictures to the

Transportation Department. Copies of the report may be

obtained by filling out a Request form in Accounting.

213

214


and assigned

Occupancy Agreement Form: This form is

utilized by Mutual Administration mostly to

verify who is living in a unit illegally.

The Patrol Officer visits the requested address and ID's. the

person in the unit against their drivers license and completes

the form. In most cases it takes several visits at different times

of the day and night to verify who is in the unit.

215


and assigned

VANDALISM REPORT: Vandalism is

considered a crime and the Police

Department will investigate if reported. The

main problem is that it is difficult to determine

where the damage really happened in the

case of a vehicle, bike or motorcycle.

The Patrol Officer completes the form and takes pictures of the

damage and interviews neighbors as to any suspicious people

in the area. In talking to the owners of the damaged property

encourage them to file a police report..

216 Decal Officer

Vehicles. Issue Decals, ensure decal and

shareholder information is up to date in

jenark, inspect DL, Registration, and

insurance

217 Decal Officer

Bikes - Issue Decals, ensure decal and


jenark, take picture of bike and download to

sharedrive

218 Decal Officer

Golfcarts - Issue Decals, ensure decal and


jenark, insurance

8

management services review ad hoc committee …sep 11, 2018 · adding areas to doa reports. 32...

Documents