City Council Study Session Agenda and Packet 2015 01 13

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CITY OF LOUISVILLE PURCHASING POLICIES SECTION IX - DISPOSAL OF SURPLUS PROPERTY The purpose of this policy is to provide guidance regarding the disposal of City assets. The guiding principles are to ensure assets to be disposed of are made available to the public on an equitable basis, to realize the maximum return on investment when disposing of assets, and to ensure that assets are removed timely and accurately from the City's accounting books and records. POLICY • The Department Director shall be responsible for the determination of surplus equipment and salvageable items; • The Operating Department shall be responsible for the disposal of all surplus property, excluding real property; • All surplus items and obsolete articles shall be disposed of in one of the following manners: a) Transferred to another department; b) Sold to the highest bidder at public auction or via other public offer; c) Trade -in on the same or similar item; d) Recycled; e) Donated to an approved City- sponsored charitable organization; f) Junked or scrapped and properly disposed of in an environmentally responsible manner. Because one of the guiding principles in disposing of assets is to maximize the return on the investment, the above list presents the methods of disposition in the order most likely to achieve this goal. Therefore use of a method other than transferring to another department or selling in a public forum should be documented and substantiated in the "Comment" section corresponding to the method chosen on the Asset Disposal Form. Surplus property may not be given to an officer or employee of the City even if the City is disposing of it. The disposal of evidence is handled by the Police Department under separate rules and regulations. The disposal of City records is handled by the City Clerk's office under separate records retention rules and regulations.