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SOP-ADM-4 On-Duty Physical Fitness ProgramAdministration Division SOP-ADM-4 Issued: 8/24/2023 SUBJECT: ON-DUTY PHYSICAL FITNESS PROGRAM ____________________________________________________________________________________ PURPOSE AND SCOPE The Rohnert Park Department of Public Safety recognizes the importance of physical fitness to employee health and wellness. Public Safety work can be very physically and psychologically demanding. These challenges are better addressed when an employee participates in a regimen of personal fitness. If employees choose to participate, they must do so in a manner that is safe, constructive, and in accordance with the following rules and guidelines. It is the intention of the Rohnert Park Department of Public Safety to promote physical fitness among its employees. This policy governs on-duty use of exercise facilities and fitness equipment and identifies those employees who are eligible to participate in a fitness program during work hours. All employees are required to use the exercise facility in conformance with department policy and the conditions for participation outlined below. PROCEDURE I. FACILITY AND EQUIPMENT Fitness and exercise equipment is located at the Rohnert Park Department of Public Safety Main Station (500 City Center Dr). The facilities and equipment therein are available for use for the physical fitness program. On-duty Fire personnel may also utilize the Callinan Sports and Fitness Center (5405 Snyder Ln), a public gym within the city limits, or workout equipment located at RPDPS Fire Stations for on-duty workout periods. II. ELIGIBILITY All staff are eligible to participate in the optional on-duty fitness program and are subject to its conditions and guidelines as described below. Those members who do not wish to participate are expected to be available for their assigned function. This program is neither an entitlement, nor a vested right, but a privilege. An employee’s eligibility may be changed or terminated, subject to the discretion of the Director of Public Safety or their designee. Employees who abuse the opportunities represented by this program are subject to disciplinary action and/or being excluded from further participation pursuant to the conditions for participation listed below. III. CONDITIONS FOR PARTICIPATION Employees may participate in this program under the following conditions: A. The Administrative Sergeant will retain and maintain a list of ineligible participants. The ineligibility list will be provided to supervisors and administrators as updated. 1. The Director of Public Safety or their designee may add a participant to the ineligibility list at their discretion based upon the participant’s performance of duties. 2. A participant added to the ineligibility list in this manner may, after 30 days, submit a written request to be removed from the ineligibility list. IV. RESTRICTIONS The following rules shall be applied: A. Use of the exercise equipment while on duty shall be limited to employees not named on the current ineligibility list. B. The time spent for the workout period shall not exceed the authorized time allowed. C. Each participant shall only use the exercise equipment in its prescribed manner and shall exercise with due regard for the safety of themselves and others. D. Horseplay of any kind is prohibited. E. All employees who utilize the on-duty workout program are expected to, as part of their duties, inspect the exercise room for hazards, worn equipment, etc. F. Equipment malfunctions or needed facility maintenance shall be reported to a supervisor immediately. Supervisors shall post prominently any notices that can warn others of a potential safety issue and shall notify the appropriate entity of the needed maintenance. If such an issue is related to a piece of equipment, such equipment may not be used until it is repaired. G. All participants will be bound by rules of acceptable gym attire. H. Any employee experiencing an injury during their workout shall immediately report it to their supervisor. I. Anyone who abuses the policy or rules is subject to suspension from the program by the Director of Public Safety or their designee. V. SUPERVISOR’S ROLE A. Supervisors are expected to uphold the philosophy of this program by safely addressing the workload and calls for service on their shifts, while scheduling their employees’ participation in this program. B. Supervisors are expected to take an active role in the day-to-day administration of the program, ensuring that participants are not abusing the letter or spirit of the program by wasting valuable time, or deviating from their regimen. Participants who abuse the opportunities represented by this program are subject to being excluded. C. Supervisors are encouraged to identify who will utilize the workout facility, either at the beginning of a shift, or in advance of a shift. Supervisors should work with their employees to identify those hours in the shift that have been traditionally less demanding. Designating slots is encouraged but cannot be guaranteed. D. Supervisors are responsible for ensuring overtime does not result from use of the workout hour (i.e. a workout hour may be cancelled if the supervisor believes the employee is behind on tasks that cannot reasonably be completed by the end of shift). VI. WORKOUT GUIDELINES A. Patrol / Specialties / CSO 1. Each participating employee’s regularly scheduled and approved lunch period will be extended to 70 minutes, 40 minutes of which must be spent exercising. The additional time noted here that is not noted in the Professional Staff sections is due to the necessity of doffing/donning equipment. 2. Only one person from each time off group may work out at the same time. 3. Sergeants are encouraged to work with Lieutenants to allow them to participate in this program in a manner that minimizes the impact on the service to the community. 4. Uniformed officers shall have their uniforms and equipment readily available for deployment at all times during their workout period. 5. Employees shall monitor the Police radio via their handheld device during the workout period. 6. Employees shall remain on-duty and subject to calls during their workout period. It is incumbent upon the participant to notify Dispatch of the timeframe for their participation in the on-duty physical fitness program. 7. Participants will discontinue their workout should there be any priority incidents and/or staffing shortages on the Patrol team. Should an on-duty workout be interrupted by a call for service, the participant may resume the program after the completion of the call for service at the discretion of the supervisor on duty. 8. Employees working a Patrol overtime shift fewer than eight hours, or any specialty overtime, will not participate in the workout hour during the overtime shift. B. Fire 1. Fire personnel shall have their uniforms and equipment readily available for deployment at all times during their workout period. 2. Employees shall monitor the Police/Fire radio via their handheld device (radio or pager) during the workout period. 3. Employees shall remain on-duty and subject to calls during their workout period. It is incumbent upon the participant to notify Dispatch of the timeframe for their participation in the on-duty physical fitness program. 4. Participants will discontinue their workout should there be any calls for service. Should an on-duty workout be interrupted by a call for service, the participants may resume the program after the completion of the call for service. C. Dispatch 1. Each participating employee’s regularly scheduled and approved lunch period will be extended to 60 minutes, 40 minutes of which must be spent exercising. 2. Only one Dispatcher may work out at a time, and there must still be two dispatchers in the Communications Center in order to participate. Employees are encouraged to work with their supervisors to facilitate participation. 3. Employees shall monitor the Police/Fire radio via a handheld device during the workout period. 4. Participants will discontinue their workout should calls for service or activity require them to return to the Communications Center. Should an on-duty workout be interrupted by a call for service, the participants may resume the program after the completion of the call for service. 5. Employees working any shift fewer than eight hours will not participate in the workout hour during the shift. D. Records / Administrative 1. Each participating employee’s regularly scheduled unpaid lunch period may be combined with their two paid 15 minute break periods, to allow for a 60 minute workout period. No overtime may be incurred as a result of utilizing this optional program. 2. Only one Records Clerk and one Property Technician may work out at the same time. Records must maintain a minimum of two people in Records in order to participate. 3. Participants will discontinue their workout should there be any priority work and/or staffing shortages. 4. Employees working overtime will not participate in the workout hour during the overtime.