Administrative Unit

The Administrative Unit of the Tom Bean Police Department is administered by the Chief of Police, who reports directly to the Mayor. The Chief is responsible for direct oversight and support functions of the Operations Division, with the Administrative Unit being one of two units (Patrol & Administrative) under the Operations Division umbrella.

The Administrative Unit is responsible for personnel training, Department computer systems, computer software, Department forms, general orders, special orders, budget preparation and grant management. The Administrative Unit operates in conjunction with the Department’s Records Section and has direct supervision over the Records Manager, including the Alarm Program and other law enforcement records maintenance.


Responsibility 1: Maintain official records – The records custodian collects data related to all work product by the Department, including all calls for service, alarms, animal complaints, ordinance violations, accidents, citations, and criminal cases. Records staff maintains all data as specified by State records retention laws.

Responsibility 2: Dissemination of public records – Providing all records to the public as requested, this process mandates that all documents must be reviewed for accuracy and confidential information be redacted prior to its release.

Responsibility 3: Public records disposal – The records custodian is responsible for disposal and destruction of records that are not required for retention by State law. Each category of records is governed by different standards for retention. These records must be audited each year to ensure proper maintenance of all records as required by State law.

Responsibility 4: Processing criminal actions – The processing and review of traffic infractions as well as misdemeanor and felony arrests.

Responsibility 5: Texas Department of Public Safety reporting – The records custodian generates reports to TXDPS and / or the FBI for all reportable crimes as determined and mandated by the Federal Bureau of Investigation. This report relates to: homicide, rape, robbery, domestic battery, kidnapping, arson, simple assault, aggravated stalking, aggravated assault, burglary, theft, drug arrest, bribery, embezzlement, fraud, blackmail, prostitution, DUI, gambling, weapons violations, and liquor law violations.

Responsibility 6: Maintain all in-car patrol vehicle recordings – The records custodian ensures proper storage and maintenance of all in-car patrol vehicle records as set forth in Department policy and in accordance with State records laws.

Responsibility 7: Maintain stock of State and City approved reports – The records custodian maintains an adequate stock of approved forms for Departmental reports; including fingerprint cards, offense incident forms, false alarm forms, property receipts, accident reports, etc.

Responsibility 8: False Burglary Alarm Program – Officers respond to each reported burglary alarm and fill out the required report. Staff monitors the reports for repeat false alarms and then notifies the homeowner of any violations and fines that are due. If homeowners do not pay their fines, staff coordinates with the Legal Department to place liens against the offending property.

Responsibility 9: Neighborhood crime reports – preparation of statistical crime and call rates for public release.

Responsibility 10: Department computers and software programs – Install, update and train personnel for all law enforcement applications.

Responsibility 11: Maintain personnel training files – maintenance of training files for all Department employees that includes copies of all training certificates for each class completed by employees.

Responsibility 12: Recommend and schedule personnel to training – Monitoring training opportunities, recommending employees to specific training classes, enrollment of employees in training classes and scheduling employees to attend training classes.

Responsibility 13: Hiring Department personnel – Reviewing, assessing, investigating, testing and making recommendations regarding which candidates to hire for vacant positions within the Department.

Responsibility 14: Police Chief Leadership Series – Attending annual mandated police chief leadership training required by the State of Texas.

Responsibility 15: Development and implementation of Department policy –developing, maintaining and implementing Department rules and policies based upon best practices and legal opinions. Staff follows and abides by all rules and policies. The policies are reviewed and updated on an annual basis or as the need arises.

Responsibility 16: Prepare Department budget – Preparation of a budget for all functions that fall within the parameters of span of control; including the Police Department and code enforcement on an annual basis.

Responsibility 17: Public Information Officer –Dissemination of information to the public regarding crimes, crime prevention, emergencies and all other information related to police actions.

Responsibility 18: Purchase Department supplies and equipment –Purchasing of all required supplies and equipment. This includes request for bids if required and preparation of all associated documents needed to affect a purchase.

Responsibility 19: Department inventory control – Tracking and accounting for all inventory and equipment issued to employees.

Responsibility 20: Liquidate Department property –Liquidation of obsolete equipment and equipment to be traded in for new equipment. This is done by requesting in writing to and bringing before City Council for approval.

Responsibility 21: Track Department budgets – Tracking of all expenditures to ensure no purchases violate City policy and funding is available for all purchases. Provides routine briefings to City Council regarding status of budget.

Responsibility 22: Approve and submit employee payroll –Approval and submission to payroll all hours worked by officers for 26 individual pay periods per year.

Responsibility 23: Employee performance evaluations – Completion of annual and probationary performance evaluations. Documentation includes support for all observations regarding need for improvement, training requests and acknowledgement of accomplishment.

Responsibility 24: Professional Standards – The Police Chief initiates all internal affairs investigations based on citizen complaints or allegations of improper employee actions. A final action summary is completed that identifies the initial complaint and a determination of sustained or not sustained with recommendations for discipline or other corrective actions if necessary.

Responsibility 25: Track crime statistics and trends – The Police Chief tracks police activity, crime statistics and trends to determine staff allocation and for determining needs for budgeting.

Responsibility 26: Fleet management – Purchases, equips and completes maintenance on all Department vehicles. Maintains all patrol vehicle equipment: radar units, video units, radios, emergency lights, etc.

Responsibility 27: Facilities maintenance – The Police Chief is responsible for the maintenance of the police department section within city hall. This includes all fixtures, equipment, and furnishings within it.

Responsibility 28: Attend Monthly City Council Meetings – The Police Chief attends monthly City Council Meetings to update and inform the council regarding departmental activities and needs.

Responsibility 29: Special event planning – Recommends and approves parking plans, traffic control, security and safety related issues regarding special events; including parades, fireworks, and all public requests for special events.

Responsibility 30: Mutual aid agreements – Police Chief works with other law enforcement agencies to develop and participate in mutually beneficial programs and agreements for assistance.

Responsibility 31: Planning & Research –Researches issues related to changing laws, Ordinances, staffing, salary and benefits; sexual predators, solicitors, take home vehicles, reserve officer program, salary comparisons, etc.

Responsibility 32: Liaison with Federal Bureau of Investigations – The Police Chief is responsible for maintaining a working relationship with area Federal law enforcement agency personnel.

Responsibility 33: Liaison with Texas Department of Public Safety – The Police Chief is responsible for maintaining a working relationship with local Texas Department of Public Safety personnel.

Responsibility 34: Liaison with Grayson County Sheriff’s Office – The Police Chief is responsible for maintaining a working relationship with Grayson County Sheriff’s Office personnel.

Responsibility 35: Liaison with surrounding municipal law enforcement agencies – The Police Chief is responsible for maintaining a working relationship with surrounding area law enforcement agencies such as Whitewright Police Department, Howe Police Department, Bells Police Department, etc.