HomeMy WebLinkAbout250-10D City of
0 t POLICY & PROCEDURE
Subject: Index: Finance & Information Services
SURPLUS & DISPOSAL OF SURPLUS Number: 250-10
PERSONAL PROPERTY
Effective Date: Supersedes: Page:Staff Contact: Approved y:
3/23/2015 11/13/2006 1 of5 Iwen Wang
1.0 PURPOSE:
To efficiently use or dispose of surplus personal property in a cost effective and safe
manner.
2.0 ORGANIZATIONS AFFECTED:
All departments/divisions
3.0 REFERENCES:
Article VIII, Section 7 of the Washington State Constitution—prohibiting gifts of public
property.
RCW 35.94.040 Lease or sale of land or property originally acquired for public utility
purposes.
RCW 39.33.010— Intergovernmental property transfers
RCW 39.33-020—Disposal of Surplus Property—Hearing Notice
RCW 43.09.210— Local government accounting—Separate accounts for each fund or
activity—Exemption for agency surplus property.
AGO 1997, No. 5—receiving full value for surplus property
RCW 43.23.020—restricts Mayor, Councilmembers and city staff who oversee surplusing
of property from purchasing surplus property.
100-13 Vehicle Equipment Rental
250-12 Disposal of Scrap and Salvage Material is hereby repealed
4.0 POLICY:
It is the policy of the City of Renton that surplus personal property with commercial value
will be disposed in a cost effective and efficient manner that achieves the highest value
for the City. This policy does not address the surplus of real property which is addressed in
P&P 100-12.
Policy 250-10
p. 2
Surplus property will first be transferred between departments. If other departments do
not need the property, it may be traded in, sold, or donated. If donated, the organization
must serve or benefit the public in accordance with RCW 39.33.010.
It is the policy of the City of Renton that scraps not resalable and/or trash be efficiently
and safely disposed using proper handling and within the recycle or waste stream by staff.
5.0 DEFINITIONS:
5.1 ELIGIBLE NONPROFfT ENTITY: For the purpose of this policy, an eligible nonprofit
entity is an Internal Revenue Code 501(c)3 organization that provides services to the
poor and infirm. Human services organizations eligible of Receiving a Community
Development Block Grant and/or City Human Service funding are deemed eligible
nonprofit entities under this policy.
5.2 PERSONAL PROPERTY: For the purpose of this policy, personal property means
tangible property that is movable, such as supplies and equipment, as opposed to
real property such as land and buildings.
5.3 SURPLUS PROPERTY: Any city personal property and/or asset that is no longer
needed now, or in the foreseeable future, or that is no longer of value or use to the
City. This includes, but is not limited to, items acquired through unclaimed evidence,
recycle collections, or lost and found items. The determination of value shall be
made after considering the cost associated with disposition. The determination as to
whether an item is trash, scrap, or surplus property is to be made by the Department
Administrator responsible for the item.
5.4 SCRAP METAL/MATERIALS: For the purpose of this policy, scrap materials shall be
construed as any type of material that has salvage value and meets the definition of
discarded material suitable only for reprocessing." Examples include, but are not
limited to: copper, brass, bronze water meters, bronze castings, aluminum signs and
plate.
5.5 TRASH: Items that are broken, unusable, obsolete, or have no commercial, salvage,
or donation value.
6.0 PROCEDURE:
6.1 GENERAL PROVISIONS: Departments with surplus property shall establish a process for
disposal of surplus property in conformance with this policy and procedure, and
complete the Property Disposition Form section that identifies the surplus property and
the department in possession. To begin the process, the administrator of the
department responsible for surplus supplies or equipment shall approve the completed
Property Disposition form.
H:\Deputy City C1erk Policy&Procedures\200\250-10(2015).docx
Palicy 250-20
p.3
6.1.1 After the administrator approves the form,the department shall notify
City departments of its available property. if another department wants
the property,they shail campiete the section of the Proper#y Disposition
Form that identifies the receiving department.
6.12 Surplus property that is not wanted by any department can be traded in
toward new items, sold, donated, ar discarded based on the net
realizabie value.
6.1.3 If the property is to be donated, it must be donated to an eligible
non-profit organization; or if to another government entity, must fallow
section 6.2.3.
If the surplus property is danated ta an eligible non-profit organization,
the Department must obtain praof of the organization's non-profit and
eligibility status prior to delivery of tne surplus property.
6.1.4 Items deemed not to be saleable (i.e., weapons, etc.) must be disposed of
according to governing law and handled appropriately.
6.1.5 In any dispute,the Administrative Services (hereafter Finance)
Administrator shail make the final decisian on the transfer,trade, sale, ar
donatian of all City surpius praperty, in caoperatian with the department
administrator in possession of the surplus property.
6.1.6 Departments shall provide documentation to the Finance Adrninistratar
of the actual transfer af their surplus property within 3Q days of the
actian. For the transfer of property within the City, the Praperty
Disposition Form includes a section to record the praperty transfers
between departments.
6.1.7 When surplus property is traded in, sold, or donated, documentation
recording the value and receipt af the surplus property shall be obtained
from the receiving organizatian. The original copies of the documentatian
shall be provided to the Finance Administrator within 30 days of the
transfer of the City's praperty.
6.1.$ The value received fram the sale of surplus property shall be deposited as
revenue to credit the appropriate fund.
6.1.9 City officials (per RCW 42.23.020), the requesting department manager
signing the Request form, employees processing the request and their
immediate family are restricted from purchasing the surplus items due to
conflict of interest concerns. Generally, city employees may bid on and or
purchase surplus city property under the same rules as the general
public, unless they are a party listed above. Viala#ion by parties listed
above that are restricted from purchasing surplus city property can result
H:\Deguty City C1erklPolicy&Procedures\2Q0\25(?-10(2O15).docx
Policy 250-10
p.4
in disciplinary action up to and including termination.
6.2 SPECIAL PROVISIONS:The following provisions apply to specific type of surplus
properties and/or procedure in disposing surplus properties. They are supplemental to
the General Provisions identified in Section 6.1 above. Any conflicts between the two
sections, the specific provisions shall apply.
6.2.1 Scrap Metal
6.2.1.(1) Scrap materials shall be accumulated in an area designated by
the department of origin, until there is an economically feasible
amount of material for disposal.
6.2.1.(2) Bidding: Whenever possible three price quotations shall be
required for disposal. Exceptions are made when certain
manufacturers and distributors offer a buyback or trade-in value
which can be more advantageous to the City's financial interests.
6.2.1.(3) The material will be sold to the best bidder. The best bid will be
determined by evaluating the price and the amount of labor and
equipment costs necessary to process and dispose of scrap
material.
6.2.1.(4) Every effort will be made to obtain the best economic return to
the City. In the event that scrap and salvage materials
accumulate that have little or no salvage value, the scrap
material may be disposed of in the most responsible and cost
effective manner.
6.2.2 Vehicles
6.2.2.(1) The Public Works Department will manage and maintain City
vehicles and equipment being auctioned or otherwise disposed
of. The Public Works Department shall provide Finance an
itemized list of any such disposition within 2 days of receiving
payments or within 30 days of the title transfer/disposition.
6.2.2.(2) If the disposition is through methods other than a fair market
value exchange as can be established by an open public auction
process, Public Works Department shall use the form contained
in this policy or a similar form to identify the method of
disposition, the approval of such other than fair-value
disposition, the estimated fair market value of items so disposed,
and actual payments received, if any.
H:\Deputy City C1erk Policy&Procedures\200\250-10(2015).docx
Policy 250-10
p.5
6.2.3 Intergovernmental transfer.
6.2.3.(1) Intergovernmental transfer of property shall be based on full
value exchange pursuant to RCW 43.09.210 and AGO 1997, No.
5. Department administrator will be responsible for documenting
that the City is receiving full value of consideration in such
transfer or exchange.
6.2.3.(2) Before disposing of any surplus property with an estimated value
of more than $50,000 in an intergovernmental transfer, the City
shall hold a public hearing in the manner and with notice as
prescribed by RCW 39.33.020, now or as hereafter amended.
6.2.4 Utility Property and Equipment: Whenever the City shall determine, by
resolution, that any property or equipment originally acquired for public
utility purposes is surplus to the City's needs and is not required for
providing continued public utility service,then the Council, by resolution
and after a public hearing, may cause such property or equipment to be
sold, leased, or conveyed. Such resolution shall state the fair market
value and such other terms and conditions for such disposition as the
council deems to be in the best public interest (RCW 36.94.040).
6.2.5 Unclaimed or Seized Police Property: The police department will manage
and maintain unclaimed and/or seized properties sent to surplus. The
list shall be approved by the Police Chief or his/her designee.
H:\Deputy City C1erk Policy&Procedures\200\250-10(2015).docx
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Attachment
A
Policy
250-
1d
P
Dis
asition
Form
City
of
Rentan
Property
p
Date
of
Property
information
Value
Rece
ved
j
Est.
Transfer
Asset
Tracking#
and
Seriai
No.
are
required
if
tem
is
on
the
fixed
asset
inventory
priginal
Lacation
age
Value
of
of
Property
City
Asset
Items
Asset
Description
Tracking#
Ser
a
N°'
nner
noted
on
page
i,
and
on
the
date(
s
noted
under
the
column
titied"
Date
of
The
below
signature
confirms
that
the
property
detailed
on
this
form
was
d+
sposed
of
in
the
ma
ransfer."
Title
P
rinted
Namel Si
natur
e
g
Date
City
Dept/
Div
Contact
Name
Phone#
jExt
ii
be
abtained
from
the
Administrator
of
the
Finance
and
15
Department(
see
PolicY&
Procedure
250-
14
The
final
approvai
of
propertY
transactions
sha
p15).
docx
H;
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City
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Policy&
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200\
250-
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