ADMINISTRATIVE RULE NO: D005

RELATED TO POLICY SERIES NO: 5050

TITLE: DISPOSITION OF SURPLUS COLLEGE ASSETS

When college equipment or materials are no longer required for college purposes, the responsible Administrative Rules and college Board Policy will govern the disposal of surplus property.

This Administrative Rule will facilitate the prompt disposal while protecting the college, its employees, and Board of Education of practices which would give, or appear to give, a pecuniary benefit to college staff or Board members.

With approval of the Vice President for Administrative and Student Affairs, or his/her designee, net monies realized from the sale may be deposited to an account from which replacement supplies and equipment may be purchased by departments disposing of items. A pro rata cost of advertisements and sale expense will be deducted from proceeds prior to crediting to departments.

Step 1. The responsible administrator will declare items surplus by notifying the Vice President for Administrative and Student Affairs (on Asset Disposal forms provided) that surplus property exists. The property will be specifically identified or listed by location.

Step 2. The Vice President for Administrative and Student Affairs, or his/her designee, will inspect the property within 30 days of receipt of the notification and make the determination of the disposal method. The responsible administrator is encouraged to note a preference for disposition method on any items.

Step 3. The Vice President for Administrative and Student Affairs, or his/her designee, will dispose of the items in one or more of the following ways:

A. Distribution to Other Campus Departments: Screen items declared surplus for potential utilization by other campus departments. A list will be circulated periodically of items available for distribution. When items are selected, the individual will initiate an Asset Transfer form.

B. Sale, Trade or Donation to Other Public Agencies: Make direct sales to other Political Subdivisions at prices set by the Vice President for Administrative and Student Affairs, or his/her designee. Property may be exchanged with, or donated to, another public agency upon approval by each agency's chief executive officer or designee. Such an exchange is to be documented as public record.

C. Consignment: Consign items to auction or to a sales lot. The college will be reimbursed on either a percentage or a flat fee basis for such consignments.

D. Oral/Silent Auction or Sale: Hold campus auctions, oral or silent, or an auction in conjunction with other local public agencies. Such auctions or sales will be advertised in local newspapers, the Communicator, and the Commuter.

E. Sealed Bids: Advertise items in local papers, college Communicator, and the Commuter for sale by sealed bid. Minimum prices may be established by Vice President for Administrative and Student Affairs, or his/her designee. If there is no sale at the minimum and the sealed bid process is repeated on the same item, no minimum price will be set on the subsequent sealed bid. All bids may be rejected if no acceptable bid is received and alternate disposal process selected.

F. Trade In: When it is prudent to dispose of items by trade in, the purchase order for the replacement item will clearly detail the full price of the replacement item and the allowance value of the item traded in.

Sale or disposal by any means other than those outlined above must be approved by the Vice President for Administrative and Student Affairs or his/her designee.

DATE OF APPROVAL: 8/13/84

DATE OF REVISION: 1/2/86

DATE OF REVISION: 11/17/87

DATE OF REVISION: 7/29/98

DATE OF REVISION: 11/17/98