AP 542: Disposal Of Assets
Business & Finance
Background
The Superintendent or designate has the authority to classify items of equipment, furniture and books as obsolete, unserviceable, and/or surplus.
Definitions
a) Personal Property: Shall refer to a property owned by the Division that is not affixed to or associated with the land.
b) Capital Asset: Shall refer to an expenditure that provides services and benefits for more than one fiscal year with an original cost of $5,000 or greater. Capital assets are recorded individually by the Division and require special treatment upon disposal.
Procedures
1. Personal property may be classified as obsolete; specifically:
1.1. Personal property may be classified as obsolete when Site Supervisor deems that an item is no longer able to perform the function for which it was initially procured;
1.2. Personal property may be classified as obsolete when the item is not working and no longer serviceable; and/or
1.3. Personal property may be classified as obsolete when the item is no longer working effectively and responsible resource stewardship warrants replacement, rather than servicing the item.
2. Unserviceable, or surplus items shall be disposed of only after all possible uses for them within the Division have been exhausted.
3. For disposal of personal property with a value of more than $10,000, the Division shall conduct the sale in accordance with the Disposition of Property Regulation (s. 9-10); respectfully,
3.1. The Associate Superintendent of Corporate Supports and Services shall be contacted for further guidance.
4. Disposal of personal property with a value of less than $10,000 shall be in as efficient and practical a manner as possible so as to secure the maximum net return to the Division and shall be completed appropriately; notably,
4.1. Through a process of trade: where items are utilized as a trade against the purchase of future requirements or like items;
4.2. Through a transfer to another school/department with the Division at no cost;
4.3. Through public auction – with or without reserved values posted;
4.4. Through direct sale to an individual – the purchase price shall be determined by someone other than beneficiary of the sale and shall be reasonable;
4.5. Through tender, where practicable;
4.6. Through donation to a non-profit agency; or
4.7. Through recycling and/or permanent Disposal: where items that cannot be disposed of by the preceding means shall be disposed of in a fair, ethical and environmentally friendly manner.
5. Exceptions to the disposal process may be granted by the Associate Superintendent of Corporate Supports and Services.
6. With respect to technology equipment, all technology devices shall be sent to Technology Services for security cleaning (data-wiping) prior to any sale or disposal and in accordance with any direction provided by the Director of Technology Services; notably,
6.1. Employees who are leaving the Division may purchase their Division owned cell phones at the net value the phone (36 months less months in use) or a minimum value of $50.00 for phones older than 36 months and provided the following:
6.1.1. All Division content shall be removed from the Division owned devices before they are sold to the employee; and
6.1.2. The Division’s mobile plan shall not be transferred to the Employee.
6.2. Departing Trustees who wish to purchase their assigned devices shall coordinate the purchase through the Associate Superintendent of Corporate Supports and Services.
7. The Director of Financial Services shall be notified of any disposal of a capital asset to ensure Division accounting records are properly adjusted.
8. The Executive Assistant to the Associate Superintendent of Corporate Supports and Services shall be notified of any disposal of a division owned vehicle to ensure the insurance coverage is cancelled.
