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HomeMy WebLinkAbout16-022 Small & Attractive Assets Policy Resolution 16-022 RESOLUTION NO. 16-022 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON,ADOPTING A SMALL AND ATTRACTIVE ASSETS POLICY WHEREAS,the City has assets that are not considered capital assets due to the cost of the items; and WHEREAS, the State Auditor's Office BARS manual requires cities to safeguard assets from misuse or loss; and WHEREAS, while the City has been following best practices, staff recommends adoption of a written policy; NOW, THEREFORE,BE IT RESOLVED by the City Council of the City of Port Townsend as follows: Section 1. The City Council adopts the City of Port Townsend Small and Attractive Asset Policy in substantially the same format as in the attached Exhibit"A." Section 2. The City Manager is authorized to take administrative actions consistent with this Resolution. Section 3. This Resolution takes effect on its adoption. ADOPTED by the City Council of the City of Port Townsend at a regular meeting thereof, held this 16th day of May, 2016. �9' .1j7jqZj — ,,, (L e orah S. Stins n Mayor Attest. Approved as to form: �g Joanna Sanders, CMC Steven L. Gross City Clerk City Attorney Resolution 16-022 Exhibit A Page 1 of 2 EXHIBIT A SMALL AND ATTRACTIVE ASSETS POLICY AND PROCEDURES The following policy and procedures provide guidelines for identifying and tracking small and attractive assets designed to ensure controls over items that are particularly at risk or vulnerable to loss. The intent of this policy is to obtain accountability over items that do not meet the criteria of a fixed asset and would not be noticed immediately upon disappearance or replacement. I. POLICY It is the responsibility of City Department Heads to maintain accountability over tangible items that may have the likelihood of disappearing without being noticed. The Department Head (or designee) shall review and update records to be verified by a physical inventory at least once a year and ensure that updates to this list are provided at least annually to the Finance & Administrative Services Director for monitoring and reporting purposes. A. GENERAL A small and attractive item is an item with a cost of over $300 but is under the $5,000 criteria for fixed assets and has a life expectancy of more than one year. Items in this category are not likely to be missed upon disappearance and could be replaced without suspicion through a purchasing card or routine purchase request. Generally, these items are mobile in nature and may be easily transported from the workplace. Examples include, but are not limited to: guns, camera equipment, laser sites, cell phones, cameras, laptops, computers, printers, mobile devices (e.g. iPads/tablets), televisions, Blu-ray players, and Public Works power equipment, etc. Regardless of price, all cell phones and mobile devices must be included in the small and attractive asset list. Public Works power equipment may include, but is not limited to, generators, pumps, chain saws, mowers, trimmers. This category does not include permanent fixtures such as desks, tables and shelving and specifically excludes small tools and minor equipment in the Public Works shop such as shovels, hand tools, supplies, etc. B. RESPONSIBILITY OF DEPARTMENT HEADS The Finance &Administrative Services Director will prepare a Small and Attractive Asset list at least annually for distribution to each Department. The appropriate Department Head or his/her designee will need to review, update, delete and add new items to the list within 30 days of distribution. If an item is deleted, the Department Head will note the reason and/or means of disposal. Each Department Head is responsible for ensuring that the items on the list are physically located in the Department and being used for City business purposes. Resolution 16-022 Exhibit A Page 2 of 2 C. ASSET IDENTIFICATION The list will contain the serial number, model number or other identifying information as identified in the spreadsheet. Whenever feasible, each piece of property will be engraved or marked with the city's name. Such markings will be removed or obliterated only when the item is sold, scrapped, surplused or otherwise disposed of. II. PROCEDURES A. ADDITIONS The City may acquire property via purchase, construction, donation or lease. Regardless of how it is acquired, the Department receiving the item should notify the Finance and Administrative Services Director so that the item may be added to the Small and Attractive Assets database. B. DELETIONS Deletion is required if an item is no longer operational, traded in for an upgraded item, inadvertently destroyed or lost or stolen. The Department Head should notify the Finance &Administrative Services Director to remove the item from the Small and Attractive Asset list. Lost or stolen items will be reported to the Finance and Administrative Services Director, who will provide a copy to the City Manager and the Chief of Police. If the item is not located after ninety days, it will be deemed lost or stolen and removed from the Small and Attractive Asset list. A summary report of all lost or stolen items will be provided to the City Manager, Chief of Police and all Department Heads at least annually. C. TRANSFERS Occasional transfers of property between Departments, individuals within a Department or funds may occur. The original controlling Department is accountable for all items and for initiating a notice of transfer. Depending on the age and life expectancy of the item being transferred, interdepartmental transfers involving a proprietary fund (i.e. Water/Sewer, Storm) may require a transfer of dollars between funds. All notice of transfers will be provided to the Finance and Administrative Services Director when the transfer is made.