City of Hogansville City Council Work Session Meeting Agenda Monday, August 5, 2024-5:30 pm  HOGANSVILLE  GEORGIA  Meeting will be held at Hogansville City Hall  Mayor: Jake Ayers Council Post 1: Michael Taylor, Jr* 2025 Council Post 2: Matthew Morgan 2025 Council Post 3: Mandy Neese Council Post 4: Mark Ayers Council Post 5: Kandis. Strickland 2027 WORK SESSION - 5:30 pm ORDER OF BUSINESS 1. HPD Mobile Data Terminals (MDT) Policy 2. Natural Gas Department Study 3. Royal Theater - Update and Change Orders 5. USDA -Community Facilities Loan/Grant Program  2025 2027 2027  City Manager: Lisa E. Kelly Assistant City Manager: Niles Ford City Attorney: Alex Dixon Chief of Police: Jeffrey. Sheppard City Clerk: LeAnn Lehigh  Mayor Pro-Tem  4. Early Voting  Meeting to be held at Hogansville City! Hall, 111 High Street, Hogansville Ga. 30230    Hogansville Police Department  STANDARD OPERATING PROCEDURE  TOPIC: Mobile Data Terminals (MDT)  Policy Number: C103  Policy Effective Date: 08/01/2024  Type of Communication: General Order R  Special Order Division  Dissemination: Approved by: Action: Pages: C103.01  Department K Jeffrey Sheppard, Chief of Police Amends  Initials: JS  New K 5  Rescinds D Review L  PURPOSE  To establish guidelines and regulations governing the safe use of mobile data terminals in police department vehicles and vehicles utilized by department personnel  in the performance of their assigned duties.  C103.02  POLICY  This policy provides personnel direction on the proper use of the agencies MDTS's.  C103.03  DEFINITIONS  Mobile Data Terminal (MDT) - A vehicle-based computer that provides for dispatching, car-to-car communications, and criminal justice database inquiries. Member = Any Departmental member (sworn or civilian) who has access to the mobile data terminals. Member - Any Departmental member (sworn or civilian) who has access to the mobile  data terminals. C104.04  Procedures  A. Assignment, Security, and Storage of Equipment  1.A Assignment of Equipment  a. MDTS will be issued in accordance with department policy.  b. MDTS will be installed in a manner that does not interfere with any occupant restraint devices (air bags and seatbelts). Only authorized personnel shall  install or move assigned equipment.  Page 1of5    Hogansville Police Department  STANDARD OPERATING PROCEDURE  NOTE: Members shall not modify the MDT, the MDT hardware or printers under any circumstance. This includes, but is not limited to, removing parts, adding personally purchased hardware or modifications to any part of the system in general. Members are not to affix any decals or stickers to any Violations of this directive may result in disciplinary action and may include the requirement to reimburse the Department for any and all damages C. Members are responsible for the care and security of each piece of equipment assigned to them or to their assigned vehicle.  component which make up the MDT or printer.  resulting from such modification(s).  d. Members are accountable fori issued MDT equipment and will obtain written  receipt for any item returned or exchanged.  2. End-of-Shift Removal and Storage of Equipment  a. Ifthe member's vehicle will be secured in a locked garage, all MDT  equipment may remain in the vehicle.  b.Ifan member's vehicle will not be secured in a locked garage, the MDT will be removed from the vehicle and stored in their residence or locked office. NOTE: Due to the sensitivity of the equipment to extremes in temperature, MDT equipment shall not be stored in the trunk of an automobile. 3. When the member is on-duty, the MDT will be securely mounted in the available 4. A member shall not take the MDT on vacation or out of the state, unless they are  docking device in the vehicle.  on official business or are directed to do so by a supervisor.  5. Unattended Vehicles  a. Vehicles will be locked when left unattended. equipment is not in their immediate possession.  b. Members will use every precaution to safeguard equipment when the 1) Members will, if necessary, remove the MDT from the vehicle. 2) Any MDT that is left in an unattended vehicle must be locked in the  docking device and the docking key removed.  Page 2 of 5    Hogansville Police Department  STANDARD OPERATING PROCEDURE  C. The MDT will not be stored in any location that exposes the MDT to extreme  heat or cold.  d. Members will log off of the MDT when it is unattended.  6. Stolen Vehicles and/or MDT  a. The member's supervisor will be notified immediately ifitis believed that an b. Members assigned MDT equipment will be held responsible for any stolen or  MDT (or a vehicle with an MDT in it) is stolen.  missing item if the vehicle is left unlocked when unattended. b. Stolen equipment requires the completion of an incident report.  7. Passwords  a. Members will not give their passwords to any other persons to use nor will they leave the password in any discernible written form on or near the MDT. b. In an emergency, itmay become necessary for a user to share a user-ID and password with another person. In such cases, the user sharing the password has full responsibility for the use of the MDT by the person with whom the user-ID and password have been shared and at the earliest possible time, will change or cause their password to be changed.  B. Restrictions Regarding Access to Criminal Justice Systems  Systems include, but are not limited to: GCIC, NCIC and other confidential law  enforcement data information systems.  1. Members will:  a. Restrict dissemination of information received through Confidential Data  Systems to authorized criminal justice persons only.  b. Maintain a criminal history log.  C. Perform transactions for criminal justice purposes only.  2. Members will not:  a. Access criminal history files except as provided for by law and rule.  Page 3 of5    Hogansville Police Department  STANDARD OPERATING PROCEDURE  b. Access database records for any reason other than legitimate law C. Permit use of the MDT by any individual who is not certified for confidential law enforcement data information systems access.  enforcement purposes.  C.Aufortadumnautorsad Use  1. Use of the MDT is restricted to official department business. Computer files, including e-mail messaging and GCIC inquiries are subject to 2. Use of the MDT by anyone other than authorized members requires written authorization from the department command staff 3. Members are responsible for ensuring the security of the MDT against 4.Ifitis believed that unauthorized access has occurred, the member will 5.1 Inappropriate or unauthorized use of the MDT may subject the member to  review.  unauthorized use.  immediately notify a supervisor.  disciplinary action.  D. Software Restrictions  1.Ifa member wants additional software loaded onto the MDT, they mustsubmit a written request through the chain of command. Only software that is business related will be approved. Screen savers, wallpapers, games and other non business-related software are not to be loaded onto MDT (this does not include 2. Any unauthorized and/or altered software found on agency MDTS during maintenance work, upgrades or inspections will be removed and the member may be subject to disciplinary action.The manipulation or alteration of current software running on-agency owned mobile, desktop or handheld computers is 3. Members will not disable or shut off any anti-virus or anti-spyware  software contained on the MDT at the time of purchase).  prohibited. programs. E.N MDT Operations  1.The MDT will be turned on and the user logged into their MDT at all times when a member is operating the vehicle.  Page 40 of5    Hogansville Police Department  STANDARD OPERATING PROCEDURE  2. Members will take care when operating an MDT while driving. Simple inquiries and viewing the nature of an in-coming message may be performed while driving, but extreme caution shall be used. Message response and complex or 4. Foods and beverages are not to be placed on the MDT unit. Care is to be taken to ensure no food, beverage, or other substances are dropped or spilled 5. Only members with current GCIC certification are permitted to initiate  multiple inquiries are not to be conducted while driving.  on any part oft the MDT unit.  inquiries into criminal justice databases.  6. Members will not use any other member's login name andlor password to log 7.Atall times when MDT usage is required by this policy, the Automatic Vehicle Locator (AVL) function of the MDT shall be used if the MDT is equipped with a  onto an MDT unit.  Global Positioning Satellite (GPS) unit.  a. No member shall change any settings or configurations of the MDT software, or make any physical changes to the MDT to cause the GPS to fail to properly report location information to the CAD system. b. Ifthe MDT fails to properly report location information to the CAD system, the member shall immediately notify their supervisor, or their designee, of the failure so that appropriate repairs can be made to restore  the AVL function.  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