[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.
ACQUISITION VALUE OR INDIVIDUAL UNIT VALUE
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.
NON-EXPENDABLE PERSONAL PROPERTY
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:
a. 
The disposition of the property and reason;
b. 
The date disposed of;
c. 
Dollar amount of revenue from the disposal action.
The same information shall also be provided to the responsible department head for entry in the appropriate property card.
[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.