HomeMy WebLinkAbout(1994, 01/24) - F-11 - AdoptedF-11
ACQUISITION, CUSTODY, AND DISPOSAL OF CONTROLLED PROPERTY
PURPOSE:
To set forth the City's policy concerning establishment of procedures and
assignment of responsibilities regarding/acquisition, custody, and disposal of
controlled property. The primary focus of this policy, and the procedures to which
it refers, is security of the City's propertyiand equipment.
DEFINITION:
Controlled Property is defined as pIfropertv having an initial value greater than $500,
with two exceptions. At the disction of the City Manager or a Department Head,
individual items of City propelty of less than $500 value may be designated as
controlled property. This should be done with items especially subject to theft or
misuse. Conversely, major, fixed assets with no potential for theft, such as
buildings, land, water and sewer lines, and other assets affixed to the earth are
exempted from some aspts of this policy, such as custody control. For a
discussion of the distincti8n between "end items" of equipment, which are subject
to property control procedures, and components of that equipment, which require a
different level of control; see the City's Property Control Procedures.
PROPERTY CONTROL RESPONSIBILITIES:
The Finance Director shall establish and maintain City-wide property control and
disposal procedures. However, basic accountability for City property, along with
the responsibility for maintaining appropriate day to day measures to keep it
reasonably secure, lies with the Department Head whose budget appropriation was
used for original procurement of the property (unless transferred to another
Department).
Items designated to be included in the property control system will be entered into
the system at the time they are acquired and removed from the system when they
are disposed. Custody of assets will be established to the Department Head level.
Department Heads may establish sub custody to their Divisions, or other
subordinate levels within their Departments, if .they desire. Department Heads
must advise the Finance Director of any transfers of property between custodians,
or of any other adjustments or realignments to be effected.
F-11 (�
An inventory of property control items will be conducted at least annually by the
custodians (Department Heads), at the direction of the Finance Director. A report of
this inventory will be prepared by the Finance Director and submitted to the City
Manager. The Finance Director will specifically report any discrepancies (such as
missing items) arising from these inventories, and recommend appropriate action in
each case. The City Manager will in turn advise the City Council on the completion
of each inventory and of any specific items deemed appropriate including the
identification of any theft or missing property. In the event any item of value
greater than $5,000 is missing as a result of misappropriation or other illegal
activity, or without adequate explanation, the City Council will be so informed.
DISPOSAL:
Property and equipment being removed from City Service by Departments will be
turned over to the Finance Director (Warehouse Manager), who will arrange for
proper disposal and removal from the property control system. City property shall
be disposed of in a manner that results in the greatest financial advantage to the
City. For items of relatively significant value, this usually means a competitive bid
process. For items of no value, this usually means least -cost disposal. Charitable
donations must be a the Ci Council. Specific procedures for disposal C
approved b Y t3'
of property are contained in the City's Property Control Procedures.
Adopted - January 24,1994
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