11.01.05 Surplus Furniture and Equipment
CITY OF BOYNTON BEACH, FLORIDA ADMINISTRATIVE POLICY MANUAL CHAPTER: 11 City Consumable Goods Policy No. 11.01.05 SECTION: 01 Warehouse Operations Page: 1 of 3 SUBJECT: 05 Surplus Furniture
and Equipment PURPOSE The purpose of this policy is to obtain maximum re-use and economic or beneficial disposal of such surplus or obsolete furniture and equipment. POLICY In order
to achieve this purpose, the City’s policy for disposition of surplus furniture and equipment shall consider the following priorities. 1. Save budgeted funds by utilizing existing furniture
and equipment within the City rather than purchasing new items. 2. Evaluate the maximum potential economic return for monetary gain (revenue) to the City by distributing surplus to –
a. The Palm Beach County Thrift Store or b. Electronic recycling vendors. 3. Consider distributing surplus to Palm Beach County Schools for refurbishment and reintroduction into the
school system or the community. DEFINITION Surplus furniture and equipment (i.e., desks, file cabinets, office machines, etc) is defined as excess (not needed) or obsolete material,
equipment and parts or any item not having a foreseeable use within one year. PROCEDURE Once a custodian department declares items as “Surplus Furniture and Equipment”, they should take
the following procedure., 1. Make items available for transfer, distribution or disposal. 2. Complete and forward or fax (742-6295) the “Fixed Asset Transfer/Disposition Request” form
to the Warehouse before any item can be physically moved or destroyed. (The Fixed Asset Transfer Disposition Request Form is attached and located on the share “S” drive under City Templates
and then Warehouse. The requesting Department Head’s signature is required. 1
2 3. Notify Warehouse Storekeepers via email once the item is ready to be picked up with information on what is intended for surplus. a. The Storekeeper will schedule a time to tag and
pick up the items for surplus. b. If the Storekeeper is unable to pickup the item, then Facilities Management will be notified by the Storekeeper to pick up the item and deliver it to
the Warehouse. A blue surplus tag must be placed on the item before Facilities Management can pick up the item. c. The number from the blue tag should be written on the fixed asset transfer/depositio
n request underneath the City control number. 4. Upon receiving the Fixed Asset Transfer Disposition Request and the items, the Warehouse will inspect the surplus materials and after
discussion with the department, advise the department on whether the items should be stored or destroyed. 5. If the Warehouse determines the item is to be destroyed it will be the requesting
department’s responsibility to proceed with the requirements for the lawful disposal of City owned equipment pursuant to State Law and City policy. 6. If an item is determined to be
reusable, these items will be stored at the Warehouse and held for at least two (2) weeks. After two weeks, all City departments will be notified via e-mail on a list of items that will
be transferred to the Palm Beach County Thrift Store or an electronic recycling vendor to be sold or to the Palm Beach County School Board for refurbishment. If any department requests
an item from this list, the item will be pulled from the list and be given to the City department. 7. All items stored at the Warehouse will be available for transfer and may be reviewed
by City departments. DEVELOPED BY: Financial Services EFFECTIVE DATE: January 22, 1992 REVISED DATE: August 20, 2007 August 2009 Kurt Bressner Kurt Bressner City Manager
3 FIXED ASSET– TRANSFER/DISPOSITION REQUEST ORIGINATING DEPARTMENT SHOULD FILL OUT THIS FORM. IF ITEM IS BEING TRANSFERRED TO ANOTHER DEPARTMENT, THE SIGNATURE OF THAT DEPARTMENT HEAD
SHOULD BE SECURED PRIOR TO SENDING IT TO THE CITY MANAGER’S OFFICE FOR APPROVAL. FROM: (Originating Department) (Date) ITEM DESCRIPTION (Other Than Vehicle): (Serial #) (City Control
#) (Item Description, e.g., Size, Mfr, Color, etc.) VEHICLE DESCRIPTION: (Vehicle Year) (Vehicle Make) (I.D. #) (City Control #) (Vehicle Description, e.g., 2-Door, Marked Cruiser, Color,
etc.) (City Vehicle #) (License #) ITEM VEHICLE DISPOSITION: Transfer to (Receiving Department) To Be Traded Other (Lost, Stolen, etc.) To Be Disposed (Describe Disposal Method, i.e.,
Action, Destroyed, etc.) Date Disposed: Signature: ____________________________________________ _______________________ Signature of Originating Department Head (Date) NOTE: FULL DISTRIBUTION
OF THIS FORM ____________________________________________ _______________________ WILL BE DONE BY FINANCE ONLY AFTER Signature of Receiving Department Head (Date) APPROVAL AND VERIFICATION
THAT ALL REQUIRED SIGNATURES ARE PRESENT. ____________________________________________ _______________________ (Revised 4/87) Signature of City Manager (Date)