DISPOSAL OF SURPLUS PERSONAL PROPERTY
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1 Shelby County Board of Education 3013 Issued Date: 08/25/15 DISPOSAL OF SURPLUS PERSONAL PROPERTY I. PURPOSE To establish procedures for the disposal of surplus personal property owned by Shelby County Schools. II. III. SCOPE This policy applies to district-owned surplus personal property. DEFINITION Personal Property items other than real property used in the operations or activities of the District (e.g., machinery, implements, tools, furniture, vehicles, band instruments, and other apparatus with a minimum useful life expectancy of five (5) years); and sensitive minor equipment (e.g., computers, external peripherals, and weapons). This shall not include miscellaneous items such as a stapler, tape dispenser, and computer mouse, etc. Surplus Personal Property - personal property no longer having an intended use by the District or no longer capable of being used because of its condition and declared as such by the Superintendent or his/her designee. Disposal - processes resulting in the removal of personal property from District records by transfer, donation, sale, or destruction (or other actions). Excess Personal Property - personal property no longer required for use by a specific school or non-school location as determined by supervisors with budgetary authority. IV. POLICY STATEMENT It is the policy of the Shelby County Schools to periodically inventory personal property owned by the District to ensure fiscal accountability and efficient business practices. Items determined as no longer required for use or no longer Page 1 of 6
2 capable of being used because of its condition may be declared as excess or surplus personal property, respectively. A. Declaring District-Owned Personal Property as Excess The Board promotes the utilization of usable excess district-owned personal property to the maximum extent possible as the first source of supply throughout the District. Prior to the purchase of new items, district-owned personal property identified as excess should, as feasible, be relocated to other District locations for utilization in accordance with guidelines established by the Superintendent. B. Declaring District-Owned Personal Property as Surplus The Board authorizes the Superintendent or his/her designee to develop a process for declaring district-owned personal property as surplus and for the disposal of such property. The declaration as surplus and disposal of personal property shall be in compliance with applicable federal and state statutes/regulations and Board policy. C. Disposal of Surplus Personal Property District-owned personal property declared as surplus may be disposed of in accordance with the following: 1. Transfer and/or Sale a. Governmental Entities When at all possible the District may sell or transfer surplus personal property to a local governmental entity in accordance with T.C.A b. General Public Notice Requirement for Public Sale When surplus personal property is not sold or transferred to a governmental entity, the District may sell such property to the highest bidder in accordance with applicable federal and/or state statutes and guidelines. Exceptions Notice shall not be required for (1) the sale of surplus personal property that has no value or has a value less than the amount specified by law and (2) computers donated in accordance with T.C.A Donation of Computers The District may donate computers that have been declared surplus to lowincome families in the school District in accordance with T.C.A and guidelines established by the TN Department of Education. The memory hard drives of all computers shall be sanitized prior to donation by the District. Page 2 of 6
3 3. Destruction District-owned personal property may be destroyed upon determination by the Superintendent or his/her designee that the item has no commercial value (utility or monetary) and/or the cost of care of the property would exceed estimated fair market value. D. Sanctions Violations of the policy and rules and regulations may result in disciplinary actions up to and including termination. V. RESPONSIBILITY A. Supervisors with budgetary authority are responsible for declaring personal property as excess to locations under his/her authority. B. The office responsible for asset management is responsible for implementing procedures for the donation of surplus computers from school/non-school inventories. C. The Superintendent or his/her designee is responsible for declaring personal property as surplus and for disposing of personal property. D. The Superintendent is responsible for ensuring that this policy is followed. Legal References: Cross References: 1. T.C.A T.C.A TCA Page 3 of 6
4 Administrative Rules and Regulations Issued Date: 08/25/15 DISPOSAL OF SURPLUS PERSONAL PROPERTY A. Declaring Personal Property as Excess Supervisors with budgetary authority may declare district -owned personal property assigned to their custody as excess to school or departmental needs in accordance with District established guidelines/criteria and request that such property be removed from the location and inventory. B. Requests for Removal of Excess Personal Property Requests to have excess district-owned personal property removed from a location and inventory must be submitted on the appropriate asset disposition form by the supervisor with budgetary authority to the office responsible for asset management and notification provided to the appropriate executive staff. Written requests shall provide specific information including, but may not be limited to the following: complete description of the item and condition of the item; district location; and as applicable and/or known district property ID number; serial number/model number; original cost; and estimated current fair market value. District-owned personal property declared as excess and/or confirmed to be inoperable shall be physically removed from the school or non-school location and transferred to a District warehouse location within sixty (60) working days from receipt of a request. Exception With the exception of technology (i.e., computers), any item that is visibly irreparable and/or unusable due to its condition may be authorized by the office responsible for asset management for on or off-site destruction. C. Declaring Personal Property as Surplus 1. Non-Technology District-Owned Personal Property Page 4 of 6
5 Non-technology district-owned personal property shall be declared surplus in accordance with established guidelines. Consideration shall include, but not be limited to the following: Condition of item; fair market value of item; remaining useful life of item; and cost of repairing, maintaining and/or storage of item. Upon removal of district-owned personal property from a school or non-school location, the office responsible for asset management, in collaboration with other departments as deemed appropriate, shall determine if the personal property may be relocated to another District location for future use or if such item shall be declared as surplus. The office responsible for asset management shall submit a recommendation to the Superintendent or his/her designee for approval of the immediate disposal of district-owned personal property in accordance with established guidelines (see item D. Disposal of District-Owned Personal Property below). 2. District-owned technology Requests to declare district-owned technology as surplus shall be submitted to the office responsible for Information Technology (IT). The office responsible for IT shall (1) determine if technology equipment meets established criteria for declaration as surplus; and (2) submit a written recommendation to the Superintendent or his/her designee for approval of the immediate disposal of such items (see item D. Disposal of District-Owned Personal Property below). All information shall be removed from computer hard drives by the office responsible for IT prior to disposal for donation. D. Disposal of District-Owned Personal Property The Superintendent shall be authorized to dispose of surplus district-owned personal property. The disposal of district-owned personal property without written authorization of the Superintendent shall be prohibited. District-owned personal property declared as surplus may be disposed of in accordance with applicable federal/state statutes and the following: 1. Trade-in/exchange on replacement, where such is permitted by law and/or conditions of a contract (see T.C.A through and state rules) 2. Transfer and/or sale to another government entity Page 5 of 6
6 3. Sale by public auction, publicly advertised and held; 4. Sale by Internet auction 5. Sale under sealed bids, publicly advertised, opened, and recorded; 6. Donation in accordance with law (i.e., computers) 7. Destruction Exception Disposition of specific personal property acquired with federal or private grants (i.e., NCLB and Exceptional Children) in which (1) the District is required to transfer the property by the terms of a donor's regulations or conditions, or (2) the grant is contracted or otherwise transferred to another organization under circumstances where the granting agency expects that the personal property shall be transferred as provided by the grant. E. Report to Board The Superintendent shall provide a report of the disposal of surplus items to the Board on a quarterly basis. The report shall at a minimum provide a brief description of the disposed item, method of disposal, and as applicable, original purchase cost and the net proceeds to the District from a sale. F. Inventory An inventory of district-owned personal property shall be conducted at all schools and non-school locations prior to the end of each fiscal year in accordance with guidelines established by the Superintendent or his/her designee. This shall not preclude schools and/or District offices from declaring items as excess during the school year. Page 6 of 6
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