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2014 04 14 Consent 304 Surplus Assets COMMISSION AGENDA Informational Consent X ITEM 304 public Hearings g Regular April 14, 2014 KS JD Regular Meeting City Manager Department REQUEST: The Information Services Department requests authorization to dispose of surplus assets according to the attached disposition sheets. SYNOPSIS: Each month, the Information Services Department coordinates the disposal of assets from each department. Once the assets have been inventoried a list is provided to the City Manager for approval for disposal by various methods based upon the requesting department's preference. The disposal of these items must then be approved by Commission. CONSIDERATIONS: The disposal of surplus assets is governed by Section 2-194 of the City's Code of Ordinances. Items that have been identified as surplus no longer provide a useful purpose for the City. Each month, the City's surplus assets list is compiled and reviewed by the Information Services Department in order to identify any potentially usable computers or technology-related items to determine if any may provide added value in other locations throughout the City. The process is as follows: 1. Information Services reviews the list to identify any functioning computers that may potentially be utilized as a spare PC or as a replacement for someone with an older PC. 2. Once this review has been completed, the entire list of surplus asset items (which includes technology and non-technology items) is sent to all departments to see if they may be able to utilize any of the items on the list. Consent 304 PAGE 1 OF 3-April 14,2014 3. Once the departments have completed their review, a final list of the surplus computers is forwarded to the Winter Springs Senior Center Association to determine if they might be interested in purchasing any of the equipment. 4. Then a final list of surplus assets is compiled and included with the Commission consent agenda item requesting authorization to dispose of the listed surplus assets. Functioning computers on the final list are generally out of warranty and are unable to meet the computing demands placed upon them with the present suite of applications utilized by the City. A vast majority of these assets are no longer functioning properly, and are either beyond repair or the cost to repair such items is prohibitive. The following includes a brief explanation of the methods of disposal for the City's assets which are deemed surplus: • Auction -Items that do hold some market value are sold at auction. • eWaste — Some electronic items that no longer work, are beyond repair, are not eligible for auction, and contain some hazardous parts/materials are considered eWaste and must be disposed of properly. We currently take advantage of Seminole County's "Electronic Collection and Recycling Program" for these items. • Destroy/Salvage - Occasionally there are items from Public Safety that cannot be sent to auction and must be destroyed due to the function they performed. Items that cannot be repaired, traded, or sold at auction are destroyed or may be sold for salvage. • Trade-in - Some items may be used as a trade-in on newer or better items; this includes but is not limited to network equipment and vehicles. The trade-in must be approved by Commission. • Totaled/Accident - Vehicles that have been totaled in an accident. • Lost—Items that have been lost. • Stolen—Items that have been stolen— a police report is required for these items. • Donated — Items to be given to another person or entity. The donation must be approved by Commission. Most surplus items are sold at public auction held by George Gideon Auctioneers in Zellwood on the 3rd Saturday of every month, with the exception of December. Depending on the vehicle, surplus vehicles are sold at public auction by Fleet Auto Sales and Leasing in Longwood or by George Gideon Auctioneers in Zellwood. When disposing of items that are beyond repair, the Information Service Department attempts to provide the most cost effective and environmentally friendly method for their disposal. FISCAL IMPACT: There is no cost to dispose of these surplus assets. The City receives revenue generated from items sold at auction. COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals Consent 304 PAGE 2 OF 3-April 14,2014 noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, eAlert/eCitizen Recipients, Media/Press Representatives who have requested Agendas/Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends that the City Commission approve the disposition of the attached list of surplus assets. ATTACHMENTS: Surplus Asset List Sheet(s) - 1 Consent 304 PAGE 3 OF 3-April 14,2014 SurplusAssetsCommissionForm _2014- 04- 14.xm1 Submit Close Print View Powered by: Page 1 of 1 http://wsportal /Docs /surplus_ asset /_ layouts /FormServer.aspx ?XmlLocation= /Docs /surplus_... 4/2/2014 Surplus Assets Final List to Commission Provided by City of Winter Springs Commission Date Methods of Disposal 1 - Auction 5 - Trade -in 9 - Donated 2 - e -Waste 6 - Totaled /Accident 10 - Transfer 4/14/2014 3 - Destroy 7 - Lost 11 - Sell 4 - Salvage 8 - Stolen Surplus Assets ;Department 'Description 'Asset # IVin # /Serial # 'Original Cost Model # Transfer From Transfer To 'Method of - -� � -� - - -� � - - - - - -� � - - - - - -� � - - - - - -� � - - - - - -� � - - - - - -� x - - - - - -- %- - - - - -- - - - - - - - - - -- - - - - - - - - - - - - - - - - - - % - - - -- - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - 'Disposal - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- IS Dell Lattitude Laptop 1300047 1HVX541 x ' 2768.42 D600 'None None -- 1 x --------- - IS 'Dell Poweredge server x300020 K 3T54V31 K % 5054.00 1750 ----------------- - - - - ------- - - - - -- 'None None xxx� - - - -- 1 x x ... 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