Adoption Date: 06/22/2021

History: 05/24/22 (updated), 5/9/23 (updated), 5/14/24 (updated)

This guideline describes the process that District employees must follow at every building location when District owned property such as equipment, furnishings, or supplies (hereinafter referred to as equipment) reaches the end of its useful life and the desire is to retire this equipment from active service. It is the objective of the school district in disposing of the equipment to achieve the best available price or most economical disposal.

Obsolete equipment having a value of $5,000 or less will be disposed of using any of the following approved methods:

1. Sell using a publicly advertised auction, including online bidding services (ex.Govdeals).
2. Sell using a garage/yard type sale.
3. Sell using a consignment service.
4. Sell using a sealed bid process.
5. Donation to developing country or other entity in need. 
6. Any other procedure approved by the board.

A public hearing will be held regarding the disposal of equipment with a value of more than $5,000 prior to the board's final decision regarding such disposition, along with other statutory procedures as applicable.

All District employees who use or are entrusted with the care of District owned equipment must be aware of these procedures.

Procedures

1. The school building’s lead custodian will be notified when a staff member determines equipment is no longer wanted in their workspace.
2. If the equipment is broken and the item is deemed to have no value or cannot be economically repaired, the building custodian will follow these steps:
   1. Check to see if the broken item has a district inventory tag. If so, record this inventory tag and any associated documentation must be completed and sent to the district asset associate.
   2. Remove the district tag.
   3. Recycle or throw the item away in the garbage.
3. If the equipment is still in working order or a broken item is deemed to have value, the custodian should submit a work order for Facilities Management to pick up the item.

Facilities Management Procedures

The superintendent ot designee will make provisions to warehouse District owned equipment that is not currently needed at other district facilities. The Director will monitor this inventory, and when it is determined the equipment is no longer needed by the District, the following steps will be followed:

For equipment with a value of $5,000 or less:

1. A representative list of equipment, to be disposed of will be provided to the superintendent or designee for approval.
2. The superintendent or designee will determine the best disposal method (from those approved above) for the items listed.
3. District inventory tags will be removed from each item prior to relinquishing ownership of the item. These inventory tags will be turned into the district asset associated so these items can be retired from the capital asset management system.
4. Proper documentation will be completed and submitted to the district asset associate following disposal of the equipment. 
5. Any remaining items after the disposal should be recycled if possible for scrap metal, paper, etc. All other items will be thrown away as trash.

When the equipment has a value of greater than $5,000, the following steps will be taken:

1. The board will adopt a resolution announcing the proposed disposition and will publish notice of the time and place of the public hearing thereon. The description of the property will be in the resolution and the notice.
2. Notice of the public hearing will be published at least once, but not less than 10 days and not more than 20 days, prior to the hearing date in a newspaper of general circulation in the District.
3. Upon completion of the public hearing, the board may make a final decision on the proposed disposition and dispose of the equipment.

Used textbook process

1. Contact the district curriculum Director if your textbooks have reached the end of their useful life.

     The district will do one of the following: 

1. The District will try to sell them on the used textbook market
2. Recycle (rather than put them in the city landfill)
3. Donate textbooks to a developing country or other entity in need

District owned property that receives an inventory tag are items such as equipment, furnishings, or supplies that have a purchase price value in excess of $2,500.