[HISTORY: Adopted by the Town Board of the Town of Milton 12-29-1993.
Amendments noted where applicable.]
GENERAL REFERENCES
Personnel policies — See Ch. 38.
It shall be the policy of the Town of Milton to effectively manage all
Town materials, equipment and other physical resources held by the Town of
Milton and to assure adequate accountability for all Town property.
All departments, boards, commissions and officers who are authorized
to purchase goods or are entrusted with the custody and maintenance of any
Town property will adhere to the following procedures.
As used in this chapter, the following terms shall have the meanings
indicated:
Includes items not covered by this policy, including but not limited
to office supplies, janitorial supplies, fuels, lubricants, sand and gravel,
expendable spare parts such as gaskets, filters, nuts, bolts, etc., building
materials, paints, etc.
For the purposes of property accountability, the Code Enforcement
Official, Dog Control Officer, Supervisor, Highway Superintendent, Town Clerk
and elected or appointed heads of boards, agencies or commissions shall be
classed as "department heads."
"Fixed assets" will generally include all property identified above,
but the value shall be greater than $250.
Any item of equipment which from time to time may be removed from
the parent place of equipment and has a value greater than $250.
A.
It shall be the responsibility of each department head
and appointed or elected officials to maintain an inventory record of all
Town property entrusted to his/her care. The property record shall be maintained
on the forms prescribed and furnished by the Town Board.
B.
At the time of acquisition of any property (whether through
purchase order or donation) the department head shall enter all pertinent
information on a property record card available from the Property Control
Clerk.
C.
Upon notification of receipt of goods and authorization
of payment, the Supervisor shall notify the department head in those cases
where the property is to be treated as a fixed asset. The Property Control
Clerk shall enter the applicable information in the fixed asset inventory
record, assign an inventory number and forward a Town inventory decal to the
department head. The department head shall then affix the decal prominently
on the property and enter the decal number in his equipment file.
D.
For each acquisition, the Property Control Clerk will
maintain the property record card and file with the Town property records.
A.
On August 15 of each year the Property Control Clerk
will have departments undertake a complete inventory of all Town property
which will include:
(1)
A complete physical inventory of all equipment in possession,
using the physical inventory worksheet to record each item.
(2)
A recommendation for equipment to be purchased in the
next year, including a cost estimate and any other information required by
the Board, using the property acquisition form.
(3)
A recommendation of surplus or obsolete equipment to
be liquidated, using the property disposition form.
B.
Upon receipt of the inventory records, the Town Property
Control Clerk shall review them for accuracy, update Town records and return
the input forms to the appropriate department. The Town Property Control Clerk
shall then initiate a complete review of the Town's assets and make a summary
report to the Town Board by September 30.
C.
The official Town property records will be maintained
by the Property Control Clerk.
