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PROPERTY - LOST and UNCLAIMED C-460 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED EFFECTIVE DATE: 04-29-91 REVISED: 12-25-94,06-04-95,05-01-01,07-01-01, 08-01-01, 08-01-02 AUTHORITY: Sheriff M. Mims APPROVED BY: Captain J. Flores REFERENCE: California Government Code Sections 26640; and Fresno County Ordinance Code 2.32.030. PURPOSE: The purpose of this policy is to establish and maintain consistent methods of handling abandoned or lost inmate money, property, and lost money and/or property claims. POLICY: It is the policy of the Fresno County Sheriffs Department Detention Bureau that all persons making a claim(s)of lost items while in custody, must complete a Lost Property Claim form (J-119). It is the policy of the Fresno County Sheriffs Department Detention Bureau that all lost property and money claims shall be investigated and handled in an expedient manner. It is the policy of the Fresno County Sheriffs Department Detention Bureau that unclaimed inmate property shall be held for a period of at least six (6) months from the time that the inmate departed custody. Unclaimed inmate monies shall be held by the Sheriffs Department Business Office consistent with their established policies. It is the policy of the Fresno County Sheriffs Department Detention Bureau that upon the expiration of six (6) months after acquiring unclaimed inmate property, provided that no person has appeared and proven ownership or right to possession of the property, that the Sheriff may transfer such property to the county purchasing agent for processing. It is the policy of the Fresno County Sheriffs Department Detention Bureau that all claims of lost or found inmate money shall be forwarded to the Sheriffs Business Office upon the completion of the investigation concerning the loss or discovery. Page 1 of 7 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED PROCEDURES: I. LOST OR DAMAGED PROPERTY A. Any time an inmate's personal property cannot be located, a thorough search for the item(s) shall be conducted. If after all attempts to locate the property have failed, or the property is found to be damaged, the following shall be performed- 1. The appropriate Sergeant shall be notified. 2. The inmate shall be given a Lost Property Claim form (J-119). 3. An incident report (JREP IINC 1019) shall be written. B. The completed Lost Property Claim form shall be accepted by the Sergeant and signed and forwarded to the Watch Commander on the originating shift, along with a copy of the JREP report. C. The Watch Commander will be responsible to assign the claim for investigation and create an entry on the Lost Property Tracking Spreadsheet. D. Upon conclusion of the investigation, the investigating officer will- 1. Complete the Lost Property Claim form. 2. Scan and attach the form to the inmate's records. 3. If the property is found, the property shall be returned to the inmate. If the property is not found, the investigating officer shall forward their recommendation to Risk Management. E. Risk Management will contact the person who filed the claim to substantiate the loss and reach a settlement. 11. LOST PROPERTY ENVELOPES A. When an inmate is released from custody, their money and property is released with them. Page 2 of 7 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED B. If an inmate's property envelope cannot be found, it most likely was filed incorrectly. Since all inmate property envelopes are filed according to the first letter of the last name and the last two digits of the booking number, the following shall be searched: 1. ALL property envelopes beginning with the first letter of the last name. 2. For placement under the first letter of the first name and the last two digits of the booking number. 3. For placement under the first letter of the last name and the last two digits of the JID number. 4. For placement under similar-looking first letters of the last name and the last two digits of the booking number (e.g., if the property should have been filed under P-15, check first under R-15). 5. Check all remaining (non-similar) letters and the first two digits of the booking number. 6. Check the JPRP screen and ensure that the property was not previously released. C. If after these attempts to locate the property have failed, or additional assistance is needed, the Records Supervisor shall be notified. D. The Records Supervisor shall ensure the following is performed- 1. If time permits, ALL property envelopes shall be searched. 2. The Sergeant assigned to Records shall be notified. 3. The inmate shall be given a Lost Property Claim form (J-119). 4. An incident report (JREP IINC 1019) shall be written. E. The completed Lost Property Claim form shall be accepted by the Sergeant, signed and forwarded to the Watch Commander on the originating shift, along with a copy of the JREP report. The Watch Commander will assign an investigating officer and create an entry on the Lost Property Tracking Spreadsheet. The assigned officer will investigate the claim and forward their recommendation to Risk Management (refer to Section 1). Page 3 of 7 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED III. LOST CLOTHING A. If an inmate's personal clothing cannot be located, a thorough search shall be conducted. If after all attempts to locate the clothing have failed, the following shall be performed- 1. The Booking Sergeant shall be notified. 2. The inmate shall be given a Lost Property Claim form (J-119). 3. An incident report (JREP IINC 1019) shall be written. 4. The inmate shall be provided with a white paper jumpsuit and shoes. If the inmate is released during inclement weather, they shall be given a sweater or jacket from the unclaimed clothing bin. B. The completed Lost Property Claim form shall be accepted by the Sergeant and signed and forwarded to the Dress-In Officer's Watch Commander, along with a copy of the JREP report. The Watch Commander shall assign an investigating officer and create an entry on the Lost Property Tracking Spreadsheet. The assigned officer will investigate the claim and return the property or forward their recommendation to Risk Management (refer to Section 1). IV. DISCOVERY OF PREVIOUSLY LOST INMATE PROPERTY A. If an inmate property envelope is discovered that has been previously lost, and the inmate is no longer in custody, the discovering staff member shall- 1. Notify the Sergeant assigned to Records. 2. Complete an incident report (JREP FINC F010). B. The Sergeant shall forward the found inmate property to the appropriate Watch Commander(from the originating shift)for processing, along with a copy of the incident report. C. The Watch Commander or their designee shall determine where to forward the found property. 1. If the inmate filed a recent claim that is still under investigation, the property shall be returned to the inmate. Page 4 of 7 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED 2. If the inmate has not filed a claim, the assigned staff member shall attempt to make contact with the person who is no longer in custody. If an inmate has been transferred to another facility, the item(s) shall be mailed or transported to that facility for storage. 3. If the claim has already been forwarded to Risk Management for settlement, the assigned staff member shall notify the claimant and forward the property to Risk Management, along with a copy of the report. The claimant may make arrangements with Risk Management to claim the property. D. If the rightful owner cannot be located, the property shall be forwarded to the Inmate Supplies Coordinator (ISC), who shall store the lost inmate property along with a copy of the incident report in a designated storage area for a period of six (6) months, or until it is claimed, whichever occurs first. V. UNCLAIMED INMATE PROPERTY A. Unclaimed inmate property shall be held for a period of at least six (6) months from the date the property was located. B. Upon the expiration of six (6) months, provided that no person has appeared and proven ownership or right to possession of the property, the ISC, along with a designated Sergeant(as assigned by the Detention Programs and Services Bureau Lieutenant)shall assess and process the items as follows- 1. Any item of value shall be forwarded to the Purchasing Agent. 2. Clothing and other items determined to have little or no monetary value shall be discarded or donated to a non-profit organization whose emphasis is on victims of crime (i.e., items that in the opinion of the designated Sergeant and ISC, the proceeds from the sale of the item would not offset the cost of conducting a public sale). Donation of items shall be equitably distributed amongst the identified organizations. 3. Prescription glasses shall be forwarded to the Lions Club. 4. Prescription drugs and medications shall be forwarded to Medical Services for disposal. Page 5 of 7 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED 5. Any monies found (e.g., in wallets, purses, clothing, etc.) shall be forwarded to the Business Office. C. A report shall be written (JREP FINC F011) documenting the property found, as well as the disposition of the property. 1. The report shall be forwarded to the Detention Programs and Services Bureau Lieutenant. 2. Copies of the report shall be forwarded, along with the property, to the affected departments (e.g., Purchasing Agent, Business Office, etc.). VI. LOST INMATE MONEY A. All claims of lost or found inmate money shall be directed to the appropriate department or agency. 1. Inmates claiming a discrepancy in their amount of cash at the time of booking shall be referred to the arresting and/or transporting agency. 2. Inmates who claim not to have received credit for funds while incarcerated (i.e., money orders or commissary credit not received) shall be given an "Inmate Information Request Form". Upon completion, the form shall be forwarded to the Sheriffs Business Office for processing. B. Unclaimed inmate monies shall be held by the Business Office for a period of six (6) months, then forwarded to the County Treasurer. VI I. LOST PROPERTY FOUND IN THE LOBBY If lost property is discovered in the Lobby, the discovering officer shall write a report(JREP FINC F010). The Lobby Officer shall make all attempts to return the property to the rightful owner, prior to forwarding it to the ISC. A. If a person's identification is left in the Lobby, it shall be placed into an envelope and mailed. The officer shall indicate in the body of the report that the ID was returned and the address shall be noted. 1. Driver's Licenses and Identification cards shall be mailed to the Page 6 of 7 FRESNO COUNTY SHERIFF'S OFFICE JAIL DIVISION POLICIES AND PROCEDURES TITLE: INMATE PROPERTY AND MONEY — LOST AND UNCLAIMED C-460 FILE: PROPERTY — LOST & UNCLAIMED address listed on the card. 2. Bar Cards for private attorneys shall be mailed to the address listed in the telephone book. 3. County identification cards shall be routed via the STOP Mail process. B. If the item is determined to have little or no monetary value (e.g., baby bottles, etc.), the item may be discarded. The officer shall indicate that the item was discarded in the body of the report. C. All other items shall be placed into a plastic bag and forwarded to the ISC, along with a copy of the report. 1. The items shall be retained for thirty (30) days. 2. After thirty days, the items shall be processed following the procedures delineated in Section V. Page 7 of 7