Equipment: Disposal

Type: 
Procedure
Category: 
Miscellaneous
Department: 
Facilities Management and Planning
Phone: 
(541) 463-5132
Primary Contact: 
Todd Smith
Contact Email: 
Responsible Executive Authority: 
Vice President, College Services
Purpose: 

This procedure identifies the department manager as the person responsible for declaring property to be surplus, and the steps to be taken by the manager and the Facilities Management and Planning Department.

Narrative: 

Departments shall notify Facilities Management and Planning of the intent to sell, trade, scrap, or transfer any item of departmental equipment or furniture, regardless of cost or value, and shall transfer such item(s) to the Recycling Center by submitting a work order to Facilities Management and Planning. This ensures compliance with Federal and State guidelines with regard to public property disposal or transfer; Oregon Administrative Rule 125-050-0100; State Surplus Property; college policy regarding recycling of material; and the college's Sustainability core value.

Property for college reuse will be available through the surplus distribution area maintained by the Recycling Education Center in Building 10 and accessible for viewing to faculty, staff, and student groups.

The order of preference for disposal of surplus property shall be:

  1. Trade-ins on replacement equipment;
  2. Other Lane departments;
  3. Other government agencies and political subdivisions;
  4. Non-profit organizations; and
  5. Public offering (auctions, bids, etc.).

Any surplus remaining after being offered to the college departments shall be disposed of in accordance with applicable federal and state regulations. This property may be disposed of through third party liquidators, by other political subdivisions through intergovernmental agreement, Internet auctions, or by the Recycling Program during period public sales. Announcements for public sales will be made through the Lane Weekly, The Torch, and other public sources such as newspapers and web-based ads.

Authority for various types of and levels of property disposal shall be as follows.

  1. Only managers may declare property as "surplus."
  2. Any disposal of property with a market value of $25,000 or greater shall have prior approval of the vice president for College Operations (or designee).
  3. The Facilities director may approve property transfers, including donations, to other governmental agencies, political subdivisions and non-profit organizations up to a value of $25,000 per transaction.

Property designated for disposal shall not be sold "over-the-counter" to individuals or agencies. The Recycling Education Center shall maintain records of all disposed property and shall provide a report of all property sold, when appropriate.  The report shall be distributed to all interested departments and individuals.

Money received from the disposal of property in excess of $500 per item, or predesignated lot (group of like items), shall be credited to the originating department.  Money received from the disposal of property sold for $500 or less per item, or predesignated lot, shall be credited to the general fund and designated for capital outlay, as determined through the normal budget process.

Date Adopted: 
Saturday, May 1, 1999
Date Last Reviewed: 
Monday, September 29, 2014