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HomeMy WebLinkAboutG09.0 Asset Recover of City Wide Materials and Equipment �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ASSET RECOVERY OF SECTION: G NUMBER: 9.0 CITYWIDE MATERIALS AND EQUIPMENT PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 1 of 6 POLICY 9.1 This section provides a policy and procedure for an open and competitive process for the Disposal of Citywide Assets and Equipment. 9.1.2 It is the Policy of the City of Grapevine to attempt to re-allocate "excess" materials/equipment within City Departments and dispose of any "surplus" materials/equipment. 9.1.3 The Senior Warehouse Worker or his/her designee shall handle the disposal process unless otherwise stipulated by law. PROCEDURE 9.2 DEFINITIONS Excess: Any item that does not have a useful purpose for a particular department. The item may have value and may be utilized by another Department within the City. Surplus: Any material that is of NO USE to the City. 9.3 REASONS FOR DISPOSAL o Required under a particular policy or law i.e.; motor vehicles, seized/confiscated items. o No longer required due to change in function or usage patterns. o Occupying storage space and not needed in the foreseeable future. o No longer complying with Occupational Health and Safety Standards\. o Beyond repair but can be sold for scrap. 9.4 CATEGORIES OF ASSETS o Capital Items o Rolling Stock o Stock exceeding $5,000.00 o Non-Capital Items o Seized/Confiscated o Found o Recovered o Computers o Scrap �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ASSET RECOVERY OF SECTION: G NUMBER: 9.0 CITYWIDE MATERIALS AND EQUIPMENT PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 2 of 6 9.5 DISPOSAL OF SURPLUS MATERIALS AND EQUIPMENT Responsibilities/Procedures of Departments: 9.5.1 Will post item on Email System to All Users 9.5.2 Will complete Fixed Asset Form should a department transfer result disposal of surplus materials or equipment. Finance must be copied on ALL transfers. 9.5.3 If a department transfer does not take place, materials/equipment should be sent to the Warehouse using the required Fixed Asset Form and the Surplus Property Transfer Form. Finance to be copied if the purchase value of the item exceeded $5,000.00 9.5.4 Request required forms from the Warehouse or Purchasing and complete them before transferring any materials or equipment to the Warehouse. 9.6 APPLICABILITY The aforementioned procedure does NOT apply to the following assets: Vehicles and Equipment maintained by Fleet Services, and for Police Property to be disposed of. Please review the attached Department Asset Disposal Appendixes for each of these departments. 9.7 WAREHOUSE RESPONSIBILITIES: 9.7.1 The Warehouse is responsible for the disposal of all City assets, Seized/Confiscated Property, Recovered and Found Property. 9.7.2 All City assets determined to be in excess should be sent to the City Warehouse for disposal. 9.7.3 Seized/Confiscated, Found and Recovered Property will be transferred to the Warehouse after all legal requirements have been satisfied. 9.7.4 Disposal and Reporting Requirements will be handled as outlined in the accompanying Police Department Disposal Policy. 9.7.5 Once an asset is listed for sale, IFB or Auction, it is not available for City use. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ASSET RECOVERY OF SECTION: G NUMBER: 9.0 CITYWIDE MATERIALS AND EQUIPMENT PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 3 of 6 9.7.6 Warehouse personnel will determine best Disposal Method ensuring the intrinsic value can be reclaimed in a timely and ethically sound manner that maximizes the net revenue and minimizes the costs where little or no revenues are possible. 9.8 ASSET DISPOSAL - FLEET SERVICES CRITERIA 9.8.1 All fleet vehicles and equipment (here to referred to as unit or units) when removed from service, must be turned in to Fleet Services for disposal. When a new unit replaces an old unit, the old unit must be turned in to Fleet Services before the new unit will be released. 9.8.2 Replaced or surplus vehicles and equipment are prepared for disposal by Fleet Services at the lowest practical cost in order to recover the most dollars from their sale. Departments, with the exception of the Police Department, are not allowed to remove any parts or equipment from a unit prior to or after it has been turned in to Fleet Services. 9.8.3 All small construction and lawn maintenance equipment such as lawnmowers, string trimmers and portable generators turned in to Fleet Services should be transferred to the Warehouse for disposal. Prior to delivering this equipment to the Warehouse, a Fixed Asset Transfer Form is completed and delivered to the Warehouse with the equipment. 9.8.4 The retention of replaced or surplus vehicles and equipment is the equivalent to increasing the size of the fleet. The fleet size can only be increased with City Manager or his designee's approval. Under normal circumstances, surplus or replaced vehicles and equipment should not be retained for use by a department. The procedure to retain vehicles and equipment is outlined in City of Grapevine Policy and Procedures. 9.8.5 Replaced vehicles and equipment approved for retention will not be replaced a second time by the Equipment Replacement Fund (ERF). 9.9 ASSET DISPOSAL - POLICE DEPARTMENT CRITERIA Asset Definitions — Grapevine Police Department 9.9.1 Abandoned: Property discarded with no expectation will be returned to the owner, if possible. Abandoned property will be destroyed (if it �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ASSET RECOVERY OF SECTION: G NUMBER: 9.0 CITYWIDE MATERIALS AND EQUIPMENT PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 4 of 6 is of little or no value) or sent to the Warehouse for disposal. If sold, proceeds from the sale of abandoned property will be placed in the City's General Fund. 9.9.2 Found: Property in the custody of the Police Department in which the owner is or is not known, which is not Contraband, or is not evidence. The Police Department will attempt to locate and contact the owner of Found property. If the owner cannot be determined or contacted, the property will be destroyed (if it is of little or no value) or sent to the Warehouse for disposal. If sold, proceeds from the sale of Found property will be placed in the City's General Fund. 9.9.3 Recovered Stolen: Property in the custody of the Police Department where there are reasonable grounds to suspect the property has been stolen. Property recovered as stolen will be evaluated by the Police Department to determine if it constitutes Evidence. If Recovered Stolen property is not being held as Evidence, and the owner is known, the Police Department has the authority to release it to its rightful owner. If the rightful owner of Recovered Stolen property cannot be determined or contacted, and it is not Evidence, after 30 days, Recovered Stolen property can be treated as Abandoned and sent to the City Warehouse for disposal. Proceeds from the sale of Recovered Stolen property will be placed in the City's General Fund. 9.9.4 Contraband: Anything illegal in itself to possess or property of any nature used in the commission of certain illegal acts, or intended to be used in illegal acts. 9.9.5 Seized: Property restrained or taken into custody by a law enforcement officer. 9.9.6 Forfeited: Money, proceeds or property seized by law enforcement officers as part of a criminal investigation and prosecution that has been forfeited and awarded to, or shared with, the seizing agency. Forfeited property will be used by the law enforcement agency that was awarded the forfeit, or will be sold at auction following requirements of Chapter 59 of the Texas Code of Criminal Procedures, and the U.S. Department of Justice's "Guide to Equitable Sharing of Federally Forfeited Property for State and Local Law Enforcement Agencies." All Forfeited Property sent to the Warehouse for disposal will be clearly and individually marked with stickers, and will be listed on a schedule of property containing only Forfeited Property. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ASSET RECOVERY OF SECTION: G NUMBER: 9.0 CITYWIDE MATERIALS AND EQUIPMENT PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 5 of 6 9.9.7 Evidence: Any substance or material found or recovered in connection with a criminal investigation or the filing of a charge. Evidence, which may or may not be contraband, is held by the Police Department until all appeals are exhausted. Once a case has been adjudicated; Evidence is categorized as contraband; property that has not been forfeited; property that has been forfeited and awarded to the Police Department. Contraband Evidence is destroyed following legal standards set to determine the degree and type of destruction required for different types of property to be destroyed. Evidence that has not been forfeited may be returned to the rightful owner, discarded, destroyed, or treated as abandoned and sent to the City Warehouse for disposal. Proceeds from the sale of non-forfeited Evidence will be placed in the City's General Fund. Forfeited Evidence awarded to the Police Department will be treated as any other Forfeited property for law enforcement use and/or benefit. 9.9.8 Destroyed: Property of a nature that cannot be placed into common society, such as narcotics, seized weapons, or contraband, which must be altered from its present state to prevent its further use. Legal standards are set to determine the degree and type of destruction required for different types of property to be destroyed. 9.9.9 Surplus: Property acquired for the Police Department that is no longer needed by the department. City Warehouse may dispose of surplus property in accordance with City policy. 9.10 9 Police Property Designated for Disposal by Warehouse 9.10.1 Seized/Forfeited: Property forfeited to the Grapevine Police Department, which is ready for sale or disposal will be clearly marked with a fluorescent SEIZURE tag, and the property will be itemized on an inventory separate from all other property sent to the Warehouse. Grapevine Police Department case numbers will be listed for each item of property. When each item is sold, the Police Department should be notified, due to stringent reporting requirements of the Texas Attorney General's Office, the U.S. Department of Justice and the U.S. Department of the Treasury. 9.10.2 Abandoned, Found, Recovered Stolen, Evidence, and Surplus: All property fitting these descriptions that is not Seized/Forfeited will be listed on an inventory, or on asset transfer sheets, by the Police Department. The Warehouse may dispose of these types of property in accordance with procedures of the City at large, the �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT: ASSET RECOVERY OF SECTION: G NUMBER: 9.0 CITYWIDE MATERIALS AND EQUIPMENT PREPARED BY: Purchasing REVISED DATE: 04/26/2013 PAGE: 6 of 6 Purchasing Department, or other city departments. Any proceeds from the sale of the above-described property will be placed in the City's General Fund. 9.11 SCRAP METAL POLICY This policy is to provide uniform guidelines for Public Works Operations forthe sale of scrap and surplus metal materials. Scrap metals consist of brass, copper, and cast iron. Aluminum sign blades, signal controller cabinets, steel signposts / anchors, signal poles, and mixed insulated wiring used in Traffic Operations. It will also include a variety of other mixed metals from various departments throughout Public Works. The controls are in place for the sale of scrap metals as follows: 9.11.1 Payment of scrap metal will only be accepted by check. No cash payment will be accepted. Checks should be mailed to the City of Grapevine, attention Finance Department. 9.11.2 All proceeds with the exception of the water meters will be placed in the City's General Fund. 9.11.3 The collection of Public Works Operations' materials will be handled through a reputable and established scrap metal company. Containers are to be supplied by the scrap metal company. All containers will be weighed each time before the company collects the scrap metals. 9.11.4 The scrap metal containers will be located in a secure location determined by the Public Works Operations Manager or his designee. 9.11.5 The scrap metal company will provide a bill of sale to the City to include type of material, weight, and price per pound. 9.11.6 A monthly reconciliation shall be completed when transactions have taken place. At a minimum, quarterly reconciliation shall be performed. 9.11.7 Container servicing will be on an as needed basis as directed by the Public Works Operations Director or his designee.