[Ord. No. 2006-1 §1, 1-23-2006]
It is the purpose of this Article to maintain accountability
of all tangible property and equipment purchased by the City or otherwise
acquired or furnished by other agencies. This accountability shall
be maintained by records kept by the City Clerk and the records shall
be verified at least once each year by a physical inventory of the
property in the City's possession and reconciled appropriately.
[Ord. No. 2006-1 §1, 1-23-2006]
For the purpose of this Article, the following terms, phrases,
words and their derivations shall have the meaning given herein.
The price of the item paid at the time of purchase by the
City, including applicable taxes, freight and installation costs.
Donated item or items otherwise furnished shall have their acquisition
value estimated on the basis of the current market replacement value.
Any tangible item of property not including land, permanent
buildings or structures having a useful life of one (1) year or more.
This includes any items attached to a permanent structure that can
be removed or replaced and items that have been installed on other
non-expendable property. An example is a radio installed on a vehicle.
Both the radio and the vehicle must be identified separately.
[Ord. No. 2006-1 §1, 1-23-2006]
A.
This
procedure describes the requirements and procedures for maintaining
accountability of all tangible non-expendable personal property in
possession of the City. All items, either owned by the City or loaned
or furnished to it from other sources having an individual unit value
of three hundred dollars ($300.00) or more and a useful life of one
(1) year or more are covered in this procedure. Items which have a
useful life of one (1) year or more and have an individual unit value
of less than three hundred dollars ($300.00) shall be grouped by like
item and the groups shall be accounted for in accordance with this
procedure. Land, permanent buildings and structures are excluded from
this procedure.
1.
At the time an item of non-expendable personal property is received
by the City either through direct purchase as part of a package contract,
donation or some other means, the item shall be assigned a City identification
number and a tag containing this number shall be permanently affixed
to the item in a conspicuous place. An entry shall be made in the
City property log maintained by the City Clerk and an individual property
card shall be prepared and maintained on file by the department head
in which the equipment is utilized.
2.
When the item or group of items is received but before the item is
placed in service, the following actions will be performed:
a.
A copy of the contract or purchase order shall be sent to the City
Clerk.
b.
A City identification number shall be assigned and an identification
tag bearing that number shall be affixed to the item. The identification
number of the item shall be provided to the City Clerk.
c.
The City Clerk shall enter the item in the City property log, including
all of the following information:
(1)
Description of item.
(2)
Manufacturer's serial number.
(3)
City identification number.
(4)
Date of acquisition — this is the date the City took actual
possession of the item.
(5)
Acquisition cost — this is the price paid for the item,
including applicable taxes, freight and any installation costs. If
this cost information is not available because the item is not a direct
City purchase, the value may be estimated based on current market
replacement costs.
(6)
Grant number — if the item is acquired using funds provided
under a Federal grant, the grant number shall be entered.
(7)
Contract or P.O. number — the contract or purchase order
under which the item was purchased.
(8)
Ownership — show "City" if procured by the City; or if
on loan from another agency, identify the agency.
(9)
Location — the physical location of the item when in use.
If the item is a vehicle or portable, show its responsible department.
(10)
Responsible department — the department responsible for
the item and to which the item is assigned.
d.
Each department head shall make up a property card which contains
the same information as the property log for each individual item
for property assigned to their department. The location entry on this
card shall be revised each time the item is moved to a new location
and/or the responsible department changes. The acquisition value shown
on the property card and on the property log must agree at the time
of acquisition.
3.
Once a year a complete inventory of all City property shall be conducted
by the various department heads. The purpose of this inventory is
to assure that all City property is actually in the possession of
the City and properly accounted for. The inventory shall consist of
actually locating each item listed on the property log. The person
conducting the inventory shall physically identify the property item
by description, manufacturer's serial number and the City identification
number from the identification tag on the item. The location and responsible
department shall be noted on an inventory sheet. The physical condition
of the item shall also be noted. This sheet will then be sent to the
City Clerk who will verify that the data on the inventory sheet matches
the information on the property log.
If any property items are located which are not tagged, then
these items shall be tagged immediately and the appropriate entries
made into the property log and new property cards prepared.
4.
If any items are missing at completion of the inventory or if any
item is lost, stolen or vandalized at any time, the responsible department
head shall immediately notify the City Police Department to initiate
the appropriate investigation. The City Clerk shall also be notified
of the loss and the action being taken to recover the lost item.
5.
If any item of property is disposed of, the City Clerk shall be notified
and provided the following information for the property log:
[Ord. No. 2006-1 §1, 1-23-2006]
All mobile City equipment shall have a sign placed on the equipment
identifying it as the property of the City of Hayti and for official
use only.
[Ord. No. 2006-1 §1, 1-23-2006]
City property and equipment is to be used only for public purposes
and the provision of approved services to residents and businesses
located within the City of Hayti. City equipment shall be operated
only by employees of the City. No City property or equipment may be
loaned to a private business enterprise for its private use. The City
may cooperate with other governmental units by loaning property or
equipment to such governmental units.
