The Department Head shall coordinate the transfer, sale or disposal of any item, through the Auditor's Office. This shall be required to update City records; for example Equipment Replacement Fund documents, insurance records, audit lists and grant requirement documentation.
Based on review by the Department Head, and approval by the Auditor's Office, the following methods will be considered for disposal of surplus property:
(a) Transfer to other departments:
(1) Surplus Property may be transferred to another City department.
(2) The departments involved in the transfer shall exchange purchase information, service manuals and service records and all other applicable information regarding the Property.
(b) Trade-in of Surplus Property:
(1) Surplus Property may be used in trade if determined to provide maximum return for the City.
(c) Sale of Surplus Property:
(1) The Department representative shall provide an estimated value of the Surplus Property sought for sale to the Department Head's designee.
A. Property estimated in excess of $1,000.00 requires City Council approval prior to sale.
B. Property estimated in value less than $1,000.00 requires Department Head approval prior to sale.
(2) Surplus Property may be sold by public auction, including public auctions of other government agencies.
A. Surplus Property may be sold at public auction if the quantity and types of Property on hand warrant such action.
B. The department that is in possession of the Property shall coordinate auctions with the Department Head's designee.
C. It is the responsibility of the department with possession of the Property to provide administration and logistical support of the auction item/event. Any expense incurred in conducting the auction shall be deducted from the auction receipts.
(3) Surplus property may be sold using internet auction sites.
A. It is the responsibility of the department having possession of the Property to provide administration and logistical support of the auction item. Any expense incurred in conducting the auction shall be deducted from the auction receipts.
B. The selling department shall provide photo, brief description, and estimated value of the Property. All Property will be posted for auction at least two times with each auction lasting a minimum of 10 calendar days. If the Property does not sell after the second auction, the Department Head will then determine the best method of disposal, as provided by this Policy.
(4) Surplus Property may be sold by soliciting written bids/quotations or other similar means (3 external bid minimum), all as approved by the Department Head.
(5) Scrap metal may be sold through a reputable metals recycling dealer without competitive bids if the value of the scrap metal is estimated at less than $1,000.00.
(d) Cannibalizing:
(1) Property may be disassembled and used for parts when this is the most cost- effective method of disposal for the City.
(e) Transfer to Other Public Agency or Charity:
(1) No Property shall be transferred to another public agency or charity before it is first offered to City departments, as outlined in subsection (a) hereof.
(2) No Property shall be transferred or sold to another public agency or charitable organization exempt under Section 501(c)(3) of the Internal Revenue Code, without prior Council approval. Public agency means the State of Ohio or any agency or subdivision thereof, any city, county, special district, or school district.
(3) Publication requirements do not apply when Property is transferred to another governmental agency.
(f) Property Having No Value:
(1) Property that has no practical salvage or scrap metal value may be disposed of in the proper manner for the item.
(2) If Property cannot be recycled or disposed of in the regular solid waste disposal process, departments shall take or make arrangements to take them to the appropriate disposal location.
(3) No Property shall be given to or salvaged by City Officials or employees.
(Ord. 14-71. Passed 12-8-14.)