SECTION 16: Disposal of Surplus Property

DISPOSAL OF SURPLUS PROPERTY

Surplus property is equipment owned by the City that is no longer needed. There are multiple formats for the disposal process such as: auction, trade-in, recycling, and destruction. All methods require written approval.

General Information

  • Departments should contact the Purchasing Agent prior to disposal of any property over $3000.
  • Any item that is still operable and has a potential value at auction, please hold for auction.
  • Disposition forms / Fixed Asset Forms are available from Finance or on the employee web site.

After approval by the Purchasing Agent, equipment should be stored until the property can be removed for auction. If the item is broken – it should be placed in the trash. This does not apply to heavy equipment.

Miscellaneous Equipment

  • Broken equipment such as a calculator, desk accessory, or chair, please place in the trash.
  • Complete the Disposition of Equipment form and forward to purchasing
  • A picture of each item should be sent electronically.
  • Items will need to be stored by the current using department.
  • A receipt will be sent to the person requesting disposition.
  • The buyer will pick up auction items, by appointment only, directly from the requesting department.

Vehicles and Heavy Equipment

  • Complete the Vehicle Information Sheet
  • Please detail damage or broken aspects of the equipment. If you know what's wrong with it, indicate so on the form.
  • Multiple pictures are needed. Please include front, back and both sides as well as any features or dings/dents.
  • The equipment will need to be stored at the requesting department location.
  • The item will then be placed on the auction website for 14 days.
  • A receipt will be sent to the person requesting disposition.
  • The buyer will pick up auction items, by appointment only, directly from the requesting department.

Scrap Metals

  1. A letter of authorization is required.
  2. Department representatives will take the items authorized to the designated recycling facility.
  3. The recycling facility will weigh and issue a weight slip (receipt) and payment for the recycled items.
  4. Funds must be brought to the Purchasing Agent or Finance on the same day for deposit.

APPROVED BY: POLICY DATE: REVISED DATE: