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Home My WebLink AboutDocumentation_Regular_Tab 11_05/09/2013 VILLAGE CLERK'S OFFICE AGENDA ITEM TRANSMITTAL FORM Meeting Date: Meeting Type: Regular Ordinance #: 05-09-2013 Consent Agenda: No Resolution #: 07-13 Originating Department: Finance AGENDAlTEM TITLE: (Wording form the SUBJECT line of your staff report) Declaring certain property to be surplus and directing the Village manager to dispose of surplus property in accordance with the Village's procedures for disposing of surplus property (Exhibit `A') BUDGET / FINANCIAL IMPACT: Account #: N/A Amount of this item N/A Current Budgeted Amount Available: Amount Remaining after item: N/A N/A Budget Transfer Required: No Appropriate Fund Balance: No EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) Approval to surplus property detailed in Exhibit `A' in compliance with the Village's Policies. APPROVALS: SIGNATU Department Head % , - --� Finance Director = - �� Reviewed for Financial Sufficiency � No Financial Impact ❑ � Attorney: (for legal sufficiency) _ Village Manager: � � ;.,�� j �,� r �� , Submit for Council Discussion: � � �r;� ~ Approve Item: ❑ � Deny Item: � SPECIAL INSTRUCTIONS FOR CLERK: (if you wish to have agreements signed, be sure to'include the number of copies you want signed and place "Sign Here" sticker on them) Form Amended: RESOLUTION NO 7-13 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, FLORIDA, DECLARING CERTAIN PROPERTY TO BE SURPLUS AND DIRECTING THE VILLAGE MANAGER TO DISPOSE OF SURPLUS PROPERTY 1N ACCORDANCE WITH THE VILLAGE'S PROCEDURES FOR DISPOSING OF SURPLUS VILLAGE PROPERTY. WHEREAS, the Village Council of the Village of Tequesta, Florida, established procedures for disposing of surplus Village property; and WHEREAS, the Village of Tequesta owns a property as described in Exhibit "A" attached hereto; and the property has become obsolete over time, and WHEREAS, the Village Council declares the property as described in Exhibit "A" to be surplus property and directs the Village Manager to dispose of the surplus property in accordance with the Village's adopted procedures; and WHEREAS, the Village finds that this Resolution will promote the health, safety and welfare of the Village NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: Section 1: The Village Council of the Village of Tequesta, Florida, hereby declares the property attached in Exhibit "A", to be surplus and directs the Village Manager to dispose of the surplus property as described in E�ibits "A" in a manner consistent with the Village's adopted procedures. Section 2: All resolutions or parts of resolutions in conflict herewith shall be and hereby are repealed. Section 3: This Resolution shall take effect immediately upon passage. Village of Tequesta Appendix A Request to Surplus and/or Dispose of Fixed Assets ($1,000 or greater) List of Items Requested to Surp/us and/or Dispose CONDITI Grant ON Exc., Restricti Purchase G, Avg, Approx.Age Grant ons Comments/ Description (Model/Brand) Serial # QTY Amount Poor of Item FUND DEPT Number Yes/No PO #'s Notes 1 Computer - Notebook Sony Vaio 19-032-345-416 1 2,021.49 8/21/2001 001 120 N/A N/A N/A 2 GE refrigerator LL449354 1 2,337.60 10/9/2006 001 160 N/A N/A N/A Asset ID# 2111 4/29/2013 �� , Administrative Policies and Procedures ° PROCEDURES FOR DISPOSING OF SURPLUS VILLAGE PROPERTY 1. PURPOSE The purpose of these Administrative Policies and Procedures ("APP") is to establish an effective Village surplus property disposal program. This program is established in the interest of efficiency and economy. These Administrative Policies and Procedures are promulgated under the authority of the Village Charter, Section 3.03. 2. AUTHORITY As established in the Village Charter Section 3.03 (8), the Village Manager shall conduct all sales of personal property which the Council may authorize to be sold as having become unnecessary or unfit Tor Village use. All purchases and sales shall conform to such regulations as the Village Council may from time to time prescribe. 3. DEFINITION OF SURPLUS PROPERTY '�'"`° r : A. Personal property not needed for Village service or not fit f ded purpose. B. Usable material, equipment, or parts, induding capitaliz A§ � ��`ent, that exceed the normal maintenance, 445 repair, and operating requirements of a departmenU ��''�� C. Obsolete material and equipment that cannot be y§ e �' for which it was purchased and cannot be utilized safely or economically for any other p:`� ' � D. Scrap metal and waste material such as pa� �'`` s ubber, and�� E. Property recovered, found, and unclaim "�/illage Police Depa� _ �n compliance with Florida Statutes. � �� `�� =`x ., 4. METHODS �-�� ;��_ ��`.�� A. Transfer to Another Department `��'� �� ?�. • Onl ro e � � y p p rty, which is in workabl��fe and s`��tory condition, ma ,,� nsferred to another department. �,� �, �:;� '`' � `.; 9� �n°,�, B. Trade-in �� .�� e;9 �e s,� • Surplus, �`� ��r„be exchanged as �� value on the acquisition of new property. C. Retum to the Manufactur�i�� " ��_ � 5 4 • Surplus items�' e re�� t� the manufac '� buy-back or credit. D. Auctions �� „�� r�r �;� �� lage surplus pra�` may be s � 'on. �' ��, . s'�*��*,��a �. � �„,,*,,.; E. C '� � xi Bids/Proposa� :'�� " � � °� � �" • Pe �e current sea i,d ' - � res. � �, F. Scrap ��°�`�"�� ,�� ,�'*9 ?. °� `� y °'��, Scrap shall be made most efficient and economic means available. � � G Dispo�4��unk �`� "�� .� �� ' T�roperty i� aged or unsafe, and/or when the cost oT locating a buyer is q: s�� ' r,. � � ��* � ��,�, �, � to exe y �pr�o�ected� nue of the item, the property may be destroyed or disposed of as »� �`�"� �'� `"� � , Jt�� s� ,. � �_� >��^ s �, „. , �` �. H. Gi�€ � �e� �� 4. �;`` a � � � % �R � ��,��%' �. `'� ,.•. Vdlage s`" #a property may be given away to any organization in compliance with Florida Statutes and ' � � ' I ethics "`a `*� �"``�� ` I. Negotiated � �». �,� � �� s property � be negotiated and sold outright if no more than one buyer is available and/or it °� n � ted sale is in the best interest of the Village. 5. " � .�. � ,� Surplus� g" rty shall be � �as is" and 'where is." The Village does not make any warranty, guarantee, or representation of any kind, ` �ed or i" °; as to the condition, utility, or usability of the property offered for sale. �a ; �i,.i ��*A��, '�,% 6. REVENUES FP� SALE OF SURPLUS PROPERTY � Revenue from the s "of surplus property will be returned to the appropriate revenue fund. 7. PROCEDURES FOR DISPOSING OF SURPLUS PROPERTY Once a determination is made by a department head/director to purge surplus property, a"Request to Transfer/Retire Surplus Property" form is to be completed and fonvarded to the finance department. The finance department will prepare a resolution requesting the Village Council to approve the surplus of property. After approval of the Village Council, the surplus property will be disposed of by the Village Manager in accordance with the above procedures. 8.EMPLOYEES PARTICIPATING IN THE PURCHASE OF SURPLUS PROPERTY The Village Manager, Village Attorney, and members of the Village Council shall not participate in the purchase of Village surplus property. Village employees may purchase surplus property either through auction or by submittal of sealed bids only if they were not involved in declaring such property surplus or in decisions regarding such property being declared surplus.