A. Sale: The chair of the facilities committee or his designee shall make all arrangements for sale of surplus property including auction, competitive closed bidding, or any other methodology which will assure the probable net maximum financial benefit to Grundy County. Sale events shall be set as to time, date, and all other necessary information including a list of all items to be sold as approved by the facilities committee.
1. Disposal Of Surplus Office Furniture:
a. Office furniture (for purposes here defined as desks, chairs, bookcases, tables, and other county offices and departments as provided in division C).
b. The facilities committee shall identify and declare certain office furniture as surplus office furniture and eligible for donation to other governmental units with some or all of their boundaries within Grundy County.
c. An inventory shall be maintained of all office furniture transferred to other departments or governmental units.
d. Transfers shall be conducted on a first come, first serve basis.
e. If the surplus office furniture is not claimed by a county office or other governmental body, its disposal shall be in the same manner as other surplus property.
2. Motor Vehicle:
a. If a motor vehicle is declared surplus, and in the determination of the chair of the facilities committee, it is in the best interest of the county to trade-in the vehicle as partial payment toward a replacement vehicle, such trade-in shall be considered in compliance with this policy.
b. If a motor vehicle is not utilized for trade-in value, it shall be disposed of by a) sealed bid process; b) public auction; or c) transferring to another body of government with its boundaries in whole or in part in Grundy County.
3. Auctioning Non-Vehicles: A professional auction service shall conduct an auction for the sale of surplus property. Notice of the auction shall be published in a newspaper of general circulation in Grundy County and on the county website at least ten (10) days prior to the auction.
4. Scrapping Metal Items: If surplus property is not transferred to another governmental agency, not sold at auction, and not eligible for recycling, the metal items may be scrapped so that the county may receive income for these items.
5. Disposal Of Unsold Items: Any surplus property not transferred to another governmental agency, sold at auction, recycled, or scrapped, may be disposed of by renting a dumpster as necessary and disposing of the items.
6. All funds realized from the sale or disposal of surplus property shall be promptly deposited by the county treasurer into the county general funds who shall provide an agent of that office to handle all funds received.
7. Employees of the county may only purchase or receive surplus property in a process open to the general public (public sealed bid, auction, and the like).
B. Report Of Existing Surplus Property: Every officer, department head, employee or agent of Grundy County shall report the existence of any surplus property in his/her control as defined herein within seven (7) days after use thereof ceases to his/her supervisor who shall report the existence of said surplus property, to the chairman of the facilities committee in writing with a list of said property, its present location, and original purchase price, if known, within seven (7) days; this duty shall extend to members of the county board.
C. List Presented To Departments: Fourteen (14) days before any sale or disposition, a copy of the list of surplus property items shall be distributed to each county department and each department shall be notified of the deadline established by the department head, by which county departments may obtain such surplus equipment, provided that the department head files a written request for county use of any surplus property. Any person or other entity may participate as purchaser of surplus property subject to the same rules as set forth for each sale. (Ord. 2019-017, 8-13-2019)