ThurstonCounty

Administrative Manual

SURPLUS PERSONAL PROPERTY

Table of Contents

Purpose...... 1

Definitions ...... 1

General Information...... 2

Excess (Surplus) Property...... 2

Sales and Donations...... 2

Intergovernmental Transfers...... 3

Trade-ins (Exchanges) ...... 4 4

Disposal by Destruction, Abandonment and Scrap...... 4

Surplusing Property Purchased with Grant Funds or Considered Federal Equipment ...... 5

Resolution 12392 ...... 6

Issue Date: December 11, 2000Surplus Personal Property

(Revised: March 18, 2011)1

ThurstonCounty

Administrative Manual

Surplus Personal Property

  1. Purpose

The purpose of this policy is to provide a process for the disposition of excess personal property owned by a county office or department.

  1. Definitions

Agency Surplus Coordinator: Employee(s) assigned to represent their county office or department as the liaison to the surplus personal property program, and as primary contact for surplus related activities and transactions.

County Agency: Any county office or department holding or possessing county owned personal property.

County Surplus Coordinator: A Central Services department employee assigned by the director to coordinate the surplus personal property program.

Disposal:Disposition of surplus personal property through sales, transfer, abandonment, destruction, or scrap.

Fixed Asset Custodian: Office or department accounting staff that handle fixed asset transactions.

Personal Property: Any asset (excluding real property - i.e. land) owned by Thurston County.

Stewardship: It is the responsibility of each department director or elected official, to ensure that property is acquired, maintained, used and disposed of in Thurston County’s best interests and in accordance with RCW, WAC, and County Code. Each department director or elected official may choose to appoint a fixed asset custodian to coordinate and manage stewardship activities with the Auditor’s Office, Financial Services Division fixed asset accountant and the county surplus coordinator. Although a department director or elected official may appoint a Fixed Asset Custodian, responsibility for stewardship of county property cannot be delegated.

Surplus: Excesspersonal property for which county agencies have no further use.

Trade-in: An item that is given in exchange for another item received as a replacement of the first item. The trade-in value of the first item is used as whole, or as partial payment against the purchase price of the replacement item.

Transfers (Intradepartmental): - The reassignment of personal property from one county office or department to another.

Transfers (Intergovernmental): - The transfer of ownership of personal property to other approved governmental entities.

  1. General Information

Thurston County aspires to maintain an effective and efficient surplus personal property program that is available to all county agencies and other approved governmental entities. This document encompasses program policy and is written in accordance with Thurston County Ordinance #12341, and the Revised Code of Washington (RCW).

Pursuant to Thurston County Code Chapters 2.104.020 and 2.104.030, Central Services, as the Board of County Commissioners designee, shall have the authority to administer and coordinate the surplus personal property program. This includes the pickup, sale, transfer, and disposal of declared excess and surplus personal property.

Contact Central Services for personal property, and Public Works – Real Estate Division for real property.

  1. Excess (Surplus) Property

County agencies which aggressively seek excess property for further county utilization may save substantial amounts of taxpayer dollars. It is recommended that all county agencies seek out and use excess property as the first source of supply to the fullest extent possible.

Excess property comprises every kind of personal property purchased by the county, including file cabinets, chairs, desks and other office furniture and office supplies. When a county agency no longer needs or utilizes an item, it is the responsibility of each agency to:

  • Maintain adequate inventory controls and accountability for personal property in accordance with RCWs, the Thurston County Code, and the Financial Policies and Procedures Manual, Policies6210 – Capitalization of Fixed Assets and 6300 – Small Assets;
  • Reassign property within the county agency whenever the item(s) can be utilized by another work group;
  • Identify property as excess after it has no further utility;
  • Notify other agency surplus coordinators when excess property is available;
  • Satisfy equipment and supply needs by claiming excess property from other county agencies whenever feasible.
  1. Sales and Donations

Authority for sales is covered in Section 2.104.080, of the Thurston County Code. Sales are to be conducted in an expedient and efficient manner to obtain maximum net returns for the county.

Who Sells Surplus Personal Property

Central Services supervises and coordinates the sale of personal property except motor vehicles and heavy equipment sold by Central Services Equipment Rental and Replacement (ER&R) Division, and unclaimed recovered property and evidence sold by the Sheriff’s Office.

Methods of Sale

Property shall be sold by one of the following methods:

  • Special Sales – Specific items may be sold directly through negotiation with the purchaser if in the opinion of the Director of Central Services, this method of sale is in the best interest of the county. Special sales are limited to items that will sell for an equal amount as expected at an auction, or items not suitable for auction.
  • Sales through Public Auction – Sales are held through an on line auction on the Public Surplus Website at

NOTE: County employees may purchase items only during an on line public auction.

Donations

Article 8, Section 7, of the Washington State Constitution prohibits the gifting of public funds to private individuals. The State Attorney General has opined that the county may not make donations or gifts to any individual, association or company, including donations to non-profit organizations, except as in aid of the poor and infirm.

How to Donate

Donations of personal property require approval from the Prosecuting Attorney’s Office Civil Division and authorization by a motion of the Board of County Commissioners.

  1. Intergovernmental Transfers

Thurston County Code, Section 2.104.140, authorizes the transfer of surplus personal property to other governmental entities. These entities may include, but are not limited to the following:

  • State agencies
  • Municipalities
  • School districts
  • Library districts
  • Fire districts

How to Transfer Property between Governmental Entities

The county surplus coordinator may transfer surplus personal property to other governmental entities with the written approval of the Director of Central Services.

  1. Trade-Ins (Exchanges)

When replacing personal property with similar items, the exchange authority provides for county owned personal property to be traded in when purchasing other property. The county agency shall notify the county surplus coordinator of their intention to trade-in county owned property prior to the purchase of other property.

The exchange of county property is subject to the limitations contained in Thurston County Code 2.104.130, and the property to be acquired must be designed and constructed for the same specific purpose.

Personal property held for exchange is not considered excess or surplus, and is exempt from surplus procedures.

  1. Disposal by Destruction, Abandonment and Scrap

If, in the opinion of the Director of Central Services personal property satisfies the conditions for abandonment, destruction, or scrap, such disposal may take place at any time. Central Services shall assist county offices and departments with disposal of all personal property that is so designated.

In specific cases disposal by destruction is authorized by law, regulation, or department directive for reasons of public health, safety, or security. Property to be destroyed shall be rendered unusable before disposal.

Central Services will actively seek licensed recycle and scrap metal alternatives for disposal of personal property made of recyclable materials.

Conditions for Abandonment, Destruction or Scrap

  • The property has neither utility or monetary value;
  • The property is unsafe or hazardous for personal use;
  • The total cost of ownership (i.e. care, maintenance, handling, and preparation of the property for sale) would be greater than the expected sale proceeds;
  • The property to be abandoned or destroyed is unserviceable or expendable property, such as obsolete equipment, and the accumulation of this type of property is uneconomical and not in the best interest of the county;
  • A law, regulation, or directive requires abandonment or destruction; or
  • Written instructions by a duly authorized official (health, safety, security) direct abandonment or destruction.

  1. Surplusing Property Purchased with Grant Funds

If equipment is purchased with a state grant,refer to the state contract for disposal/surplus guidelines prior to surplusing equipment. If the state contract is silent on disposal process, refer to your state grantor.

If equipment is purchased with a federal grant, refer to the BARS Manual Vol 1 Pt 3 Ch 7. When original or replacement equipment acquired under a grant or subgrant is no longer needed for the original project, program, or other activities currently or previously supported by a federal agency, disposition of the equipment will be made as follows:

  • Items of equipment with a current per-unit fair market value of less than $5,000 may be retained, sold or otherwise disposed of with no further obligation to the awarding agency.
  • Items of equipment with a current per-unit fair market value in excess of $5,000 may be retained or sold and the awarding agency shall have a right to an amount calculated by multiplying the current market value or proceeds from sale by the awarding agency share of the equipment.
  • In a situation where a grantee or subgrantee fails to take appropriate disposition actions, the awarding agency may direct the grantee or subgrantee to take excess and disposition actions.

In the event a grantee or subgrantee is provided federally owned equipment:

  • The title will remain vested in the federal government.
  • Grantees or subgrantees will manage the equipment in accordance with federal agency rules and procedures, and submit an annual inventory listing.
  • When the equipment is no longer needed, the grantee or subgrantee will request disposition instructions from the federal agency.

Issue Date: December 11, 2000Surplus Personal Property

(Revised: March 18, 2011)1