HomeMy WebLinkAbout2014-03-03-Resolutions 14-062_Surplus Asset DisposalTHE CITY OF W AUKEE,IOWA
RESOLUTION 14-062
APPROVING CITY OF WAUKEE FINANCIAL POLICY -SURPLUS ASSET
DISPOSAL POLICY,OF THE STANDARD ADMINISTRATIVE POLICY AND
PROCEDURES MANUAL
IN THE NAME AND BY THE AUTHORiTY OF THE CITY OF WAUKEE,IOWA
WHEREAS,the City of Waukee,Iowa is a duly organized municipality within Dallas
County;AND,
WHEREAS,the Waukee City Council shall approve operating policies and procedures;
AND,
WHEREAS,City staff has presented the City Council with a Surplus Asset Disposal Policy,
attached hereto as Exhibit A,and recommends approval.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session
this 3rd day of March,2014,that the City ofWaulcee Financial Policy -Surplus Asset
Disposal Policy,of the Standard Administrative Policy and Procedures Manual is hereby
approved.
Rebecca D.Schuett,City Clerk
ROLL CALL VOTE
Shane Blanchard
Brian Harrison
Casey L.Harvey
Shelly Hughes
Rick Peterson
AYE
X
X
X
X
X
NAY ABSENT ABSTAIN
Standard Administrative Policy
and Procedures Manual
Title:FINANCIAL POLICY
Section:SURPLUS ASSET DISPOSAL POLICY
Date of Version:March 3,2014
Resolution No.:#14·062
I.GENERAL
A."Surplus property"is defined as City owned property that no longer is needed or has no
practical use to a particular City Department (hereafter "Surplus Property"or "Property").
B.Items seized,confiscated,or found by the Police Department shall be handled and
disposed of in accordance with applicable Federal,State,and local requirements
(hereafter "Seized Property"or "Unclaimed Property").
C.Surplus property shall be disposed of in accordance with this policy,Seized Property and
Unclaimed Property may be disposed of in accordance with this policy.All Surplus,Seized
and Unclaimed Property is disposed of "as is"and "where is",with no warranty,guarantee,
or representation of any kind,expressed or implied,as to the condition,utility or use-
ability of the property offered,
D.It is critical to maintain a trail of documentation for audit purposes regarding the disposition
of Property of the City of Waukee (hereafter "City").
II.RESPONSIBILITIES
A.It shall be the responsibility of the department with the Property to notify the Director of
Finance of Property it has in its possession,
B.The method of disposal shall be determined by the Department Director and the Director of
Finance in accordance with this Policy.The Department with Property for disposal is
responsible to provide information to the Director of Finance including a photo,brief
description and estimated value,Each department will maintain storage of Property until final
disposal.If applicable,departments shall provide information regarding the best time and day
the Property can be viewed and or picked up.
C.The Director of Finance shall be responsible for coordination of the disposal process for all
Property except as indicated below:
1.Disposition of real estate or any interest in land requires a resolution of the City Council
after published notice and public hearing in accordance with the Code of Iowa.All
dispositions of real estate or land interest shall be the responsibility of the City C I e r k 's
office,with the assistance/coordination of the City Attorney,
2,Seized and Unclaimed Property within the Police Department shall be handled and
disposed of in accordance with applicable Federal,State,and local requirements.
3.Items purchased with grant funds shall be disposed of in accordance with
applicable grant requirements.
4.Computers and Electronic Data Storage Equipment are defined as any equipment
that contains eiectronic data,or is procured or managed by the outside
Information Technology (I)staff,Such items shall be returned to the IT staff for
proper data wiping and disposal.This includes,but is not limited to Computers,
Laptops,Tablets,Servers,Backup Tapes and Media Switches,Routers and Hubs,
Phones,Printers,Fax Machines,Copiers,Scanners,Monitors,and External Hard
Drives,
i.When deemed appropriate by current IT standards,IT staff wiii wipe any data or
configuration on the equipment.For servers,backup media,or any equipment in
which data wiping is not feasible,staff will physically remove the data storage
components for destruction of the data or configuration by physical or other
permanent means,
ii.When deemed appropriate,some computer and electronic data equipment may
be disposed of in accordance with section III of this Policy.
iii.Flash memory devices,such as USB thumb drives or SO cards,may be disposed of
by the individual department so long as the memory does not,nor has ever
contained City data,If the device has contained City data,it shall be turned into
the IT staff for proper wiping and disposal.
iv.Any optical media,including writable CD and DVD media,containing City
data shall be disposed of by individual departments using the City's
shredding procedures.
v.Any electronic data consisting of records covered by the record retention
manual shall be retained until such time as noted in the record retention
manual,where under storing the records is no longer required or that the
records have no further value.
III.METHODS OF DISPOSAL
The department(s)shall notify the Director of Finance of the transfer,sale or disposal of any
item on the attached form (Appendix A),This shall be used to update City records,including
equipment replacement fund schedules,insurance records,fixed asset audit reports and
grant requirement documentation.
Based on review by the Director of Finance,with input from department representatives,the
following methods will be considered for disposal of surplus property:
A.Transfer to other departments:
1.Surplus Property may be transferred to another City department.
2.The departments involved in the transfer shall exchange purchase information,service
manuals and service records and all other applicable information regarding the
Property.
3.If the transfer results in property moving between Funds,the Finance Department will
enter a journal entry to both funds to record the transfer,at an agreed upon sale price.
B.Trade-in of Surplus Property:
1.Surplus Property may be used in trade if determined to provide maximum return for the
City.
c.Sale of Surplus Property:
1.The Department representative shall provide an estimated value of the Surplus Property
sought for sale to the Director of Finance.
i.Property with an estimated value in excess of $25,000 requires City Council approval
prior to sale.
ii.Property with an estimated value less than $25,000 and more than $5,000
requires City Administrator approval prior to sale.
iii.Property with an estimated value less than $5,000 requires Department Director
approval prior to sale.
2.Surplus Property may be sold by public auction,including public auctions of other
government agencies.
i.Surplus Property may be sold at public auction if the quantity and types of
Property on hand warrant such action.
ii.The department that is in possession of the Property shall coordinate auctions
with the Director of Finance.
iii.It is the responsibility of the department with possession of the Property to provide
administration and logistical support of the auction item/event.Any expense
incurred in conducting the auction shall be deducted from the auction receipts.
3.Surplus property may be sold using internet auction sites.
i.It is the responsibility of the department having possession of the Property to
provide administration and logistical support of the auction item.Any expense
incurred in conducting the auction shall be deducted from the auction receipts.
ii.The selling department shall provide photo,brief description,and estimated value of
the Property.All Property not sold during the original auction,will be posted
for auction at least two times with each auction lasting a minimum of 10 calendar
days,lfthe Property does not sell after the second auction,the Department
Director and the Director of Finance will then determine the best method of
disposal,as provided by this Policy.
4.Surplus Property may be sold by soliciting written bids/quotations or other similar
means (3 external bid minimum),all as approved by the Director of Finance.
5.Scrap metal may be sold through a reputable metals recycling dealer without competitive
bids if the value of the scrap metal is estimated at less than $1,000.
D.Cannibalizing:
1.Property may be disassembled and used for parts when this is the most cost-effective
method of disposal for the City,
E.Transfer to Other Public Agency or Charity:
1.No Property shall be transferred to another public agency or charity before it is first offered
to City departments,as outlined in section "A",
2.When the value of the Property is estimated at $25,000 or less,the CNs designee,shall
approve its sale or transfer to another Iowa public agency or charitable organization exempt
under Section 501(c)(3)of the Internal Revenue Code,without competitive bid.Public agency
means the State of Iowa or any agency or subdivision thereof,any city,county,special district,
or school district.
3.When the value of the Property is estimated to be more than $25,000,the sale or
transfer to another Iowa public agency without competitive bid shall be approved by
the City Council.
4.The transfer of Property,of any value,to a non-Iowa public agency shall be approved by the
City Council.
5.Publication requirements do not apply when Property is transferred to another
governmental agency.
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F.Property Having No Value:
1.Property that has no practical salvage or scrap metal value may be disposed of in the
proper manner for the item.
2.If Property cannot be recycled or disposed of in the regular solid waste disposal process,
departments shall take or make arrangements to take them to the appropriate disposal
location.
3.Aii authorized surplus property determined for disposal,shali be placed in dumpsters or
other trash bins which are accessible to the general public.
IV.City Officials and Employees:
A Employees shall be defined as any full-time or part-time/seasonal employee of the City of
Waukee.
B.City Officials shaii be defined as elected officials,commission members,board
members,and committee member (hereafter "City Officials").
C.City Officials and Employees are eligible to bid on Property listed for disposal in section III
within this Policy.
D.City Officials and Employees shali not bid on Property while on duty nor while acting in official
capacity of the City.
V.Unauthorized Personal Scrapping,Recycling or Disposal of Trash or Junk:
A Transferring,selling,donating,scrapping,recycling or disposing of Property by City
Officials or Employees for personal gain or to benefit the interest of any person or party
other than the City of Waukee,including handling or disposal of trash or junk except as
directed by authorized City management,is strictiy forbidden.
B.Disciplinary Action(s):
1.Appropriate disciplinary action,up to and including termination,will be taken should an
empioyee be found,through proper investigation,to:
I.have failed to promptly remit to persons officially designated to receive
proceeds,including cash or other consideration,from the sale of City
Property,as defined herein,including the proceeds from the sale,scrapping
or recycling of any such property belonging to City tenants;
ii.have failed,in the performance of their duties,to promptiy place in appropriate
City containers,bins,dumpsters,or other coiiection facilities,equipment or
containers,or have received,taken,given away,collected,stored or retained in
other than appropriate City containers,bins,or collection facilities,or dump
sites,City scrap,recyciables,trash or any such Surplus Property belonging to City
tenants;
iii.have engaged in selling,scrapping,recyciing or handling of City Property in
violation of this Policy or the Procedures set forth herein,inciuding having
engaged in any such activity for their personal interest or gain,or in aid of
others doing the same for their respective interest or gain;
iv.have used City vehicles,facilities or equipment to collect,store,or
transport Surplus Property to sites,locations,or facilities,including the
facilities of scrap vendors or recyciing centers,except as specifically
directed by authorized City management,in accordance with this Policy
and the Procedures set forth herein.
v.have failed to notify his/her Department Director in a prompt and timely
manner after having observed any individual engaging in any of the above-
described act(s)or having learned that such act(s)were being committed by
other City employees.
Examples of Surplus Items
Automobiles /Vehicles
Athletic and Sporting Equipment
Bicycles
Cabinets,Lockers,Bins
Electronics
Electrical Supplies
Furniture
Generators
Forfeited and/or Abandoned items approved for release by the Police Department
Library Equipment /Books
Lost and Found items
Machinery and Tools
Motorcycles
Mowing Equipment
Office Machines
Play Ground Equipment
Surplus Asset Disposal Form
DESCRIPTION OF PROPERTY
Manufacturer/Model/Year:Click here to enter text.
VINIf/Model/Serial If:Click here to enter text.
Internal Vehicle #(If applicable):Clickhere to enter text.
.,"
location:Clickhere to enter text.
--Department Assigned:Click here to enter text.
TYPE OF DISPOSITION
Sold 0 ]Traded-In D_J Scrapped tTl Donated D I Transferred to another department D
If Said,Traded-In,or Donated,please list the recipient:Clickhere to enter text.
Amount received In sale or trade-in:Clickhere to enter text.
--------_._._~_._-,--_..,---
If transferred,new location and department:Click here to enter text.
-~Method of Disposal:Clickhere to enter text.
.__.__.,-------~~~.,-~~~~~~._.__._..",,--_..-..._-_._-
Reason for Disposal:Clickhere to enter text.
------Equipment Disposal Date:Click here to enter a date.
-
REQUESTING EMPLOYEE
Name:Click here to enter text.Title:Click here to enter text.
-~._--_."---..._-_.
Department:Click here to enter text.Today's Date:Clickhere to enter a date.
Signature of Department Head:I .-
ATTACH PICTURE OF ASSET