SURPLUS DISTRICT MATERIALS & EQUIPMENT PROCEDURE
The surplus procedures below were developed in accordance with:
District Policy 6881 – Disposal of Surplus Property
District Regulation 6881R – Disposal of Surplus Equipment and/or Materials
RCW 28A.335.180 – Surplus texts and other educational aids
Surplus Topics Covered:
General Surplus Procedure
Surplus ASB or Athletic Equipment
Surplus or Obsolete Library/Text Books & Technology Related Items
Broken or Non-Repairable Items
Surplus Athletic Clothing or Uniforms
Donating or Selling Surplus Materials or Equipment
General Surplus Procedure
Occasionally
there are items in a school or department that are no longer used or
needed but are still in useable condition. Other items may be broken
and either repairable or non-repairable. These items can be surplused
from your site via the following procedure:
1) List the items on the District’sSurplus Bulletin Board (only available on district network), offering the items to other schools/departments. Here are instructions for posting items.
2)
Complete and submit a Moving Request Form to the Logistic Support
Center for those items that are claimed by another location.
3) For surplus items not claimed by another location, complete a Surplus Materials Form.
This form is dual purpose – it is both a request for items to be
surplused AND an LSC Move Request to have the items removed from your
building. A separate Move Request card is NOT required.
4)
The Surplus Materials Form must be signed by the building or
department administrator. If the items being surplused were purchased
using the budget of one of the following departments, approval is also
required from the appropriate administrator prior to any surplus
action: Career & Technical Education, Special Education, Music Programs, Athletics.
5) Attach a copy of the Surplus Bulletin Board announcement to the Surplus Materials Form.
6)
Send the Surplus Materials Form to the Logistic Support Center (LSC) to
start the surplus process and schedule pickup of the surplus materials.
7)
The Logistic Support Center forwards all surplus materials and
equipment requests to the Purchasing Department, which initiates the
process to obtain Board approval for all surplus items.
8)
Following Board approval, useable items are transported to State of
Washington Surplus (Department of Enterprise Services) for public sale.
Surplus Athletic or ASB Equipment
Surplus athletic equipment or other equipment purchased with ASB funds shall follow the same procedures as noted above.
Surplus or Obsolete Library/Text Books & Technology Related Items
1)
Contact the Textbook & Media Center at x8874 for removal of ALL
library or text books, whether the items are in useable condition or
severely damaged.
2) Contact the online ITC Help Center or at x8600 for removal of ALL computer or technology related items, whether they are useable or non-useable.
Broken or Non-Repairable Items
Small
and/or low-value items (less than $100 original price) that are broken,
non-repairable, severely damaged and/or determined to be unusable do
not have to be declared surplus – they may be discarded as garbage.
When declaring such items as disposable garbage, caution and
conservative judgment are advised.
Large
and/or high dollar value items ($100 or greater original price) or
items that can be recycled must be listed on the Surplus Materials Form
and will be recycled or disposed of by the Logistic Support Center. As
some of these items may be listed as a District fixed asset, their
disposal will first need to be approved by the school Board and then
processed by the Accounting Department so the disposal can be recorded
in the fixed assets system.
Surplus Athletic Clothing or Uniforms
Old athletic clothing or uniforms may be sold to staff and students as “spirit gear” via the following procedure:
1) It is NOT necessary to advertise the clothing or uniforms on the District Surplus Bulletin Board.
2)
Complete a Surplus Materials Form. As these items will not be removed
from the school site, indicate “N/A” in the Pickup Location and
Requested Pickup Date fields.
3)
List all the different types of clothing and/or uniforms that will be
surplused – and indicate the quantity of each item. In the “Enter
Condition” field, enter “ASB Sale – Spirit Gear”.
4) Forward the Surplus Materials Form directly to the Purchasing Department (not LSC).
5)
The Purchasing Department will initiate the process to obtain Board
approval for the surplus items, and will notify the school contact
person after Board approval has been received.
6)
Following Board approval, the ASB student council must approve the
fundraiser. All applicable ASB fundraiser forms and procedures must be
completed for the fundraiser (project proposal, inventory counts, final
reconciliation, etc.)
7)
Take a physical count of all items before the sale. Have a set price
for each type of item and make a note of the selling prices (for
reconciliation purposes after the fundraiser).
8)
After the sale, take a physical count of the remaining items (if any)
and reconcile the items sold to the amount deposited.
9) Create a fundraiser folder and keep all related documents.
10) NOTE:
This procedure only applies to clothing like pants, shirts, jerseys,
jackets or warm-ups. It does not apply to athletic equipment or
football helmets.
Donating or Selling Surplus Materials or Equipment
Per
RCW 28A.335.180, school districts may grant surplus materials and
equipment to a federal, state or local government entity, or to indigent
persons, at no cost on the condition the property be used for preschool
through twelfth grade education purposes. Please contact the
Purchasing Department if your school or department is planning on
donating any item to another school district or government entity.
The
school district cannot broker a sale to private entities
(non-governmental), staff or community members of surplus materials or
equipment. These items were purchased with public funds and must be
sold at an open public sale.
The
District typically transfers all useable surplus materials and
equipment to the State of Washington Surplus in Olympia, which holds the
public sale on the District’s behalf. Persons or entities interested
in acquiring some of the District’s surplus items can contact the State
of Washington Surplus at the following link:
http://des.wa.gov/services/Surplus/BuySurplus/Pages/default.aspx