HomeMy WebLinkAbout(1996, 08/12) - F-11 - Amended0 F -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 property and equipment.
DEFINITION:
Controlled Property is defined as property having an initial value greater than $500,
with two exceptions. At the discretion of the City Manager or a Department Head,
individual items of City property 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 aspects of this policy, such as custody control. For a
discussion of the distinction 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 Administrative Services 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 Administrative Services Director of any transfers of property
0 between custodians, or of any other adjustments or realignments to be effected
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An inventory of property control items will be conducted at least annually by the
custodians (Department Heads), at the direction of the Administrative Services
Director. A report of this inventory will be prepared by the Administrative Services
Director and submitted to the City Manager. The Administrative Services 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 Administrative Services 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. Donations made by the City must be approved by the City Council and
whenever possible, local charities and homeowners associations will be given first
choice. Specific procedures for disposal of property are contained in the City's
Property Control Procedures.
Controlled Property procured with City funds and authorized for use off -site by
designated individuals must be returned to the City Manager or Administrative
Services Director in the event of retirement, termination or reassignment, or
purchased from the City at the current value of the equipment.
Adopted - January 24, 1994
Corrected - February 26, 1996
Amended - August 12,1996