HomeMy WebLinkAbout2013 09 09 Consent 202 Surplus Assets COMMISSION AGENDA
Informational
Consent X
ITEM 202 public Hearings
g
Regular
September 09, 2013 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 202 PAGE 1 OF 3-September 09,2013
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 202 PAGE 2 OF 3-September 09,2013
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 202 PAGE 3 OF 3-September 09,2013
SurplusAssetsCommissionForm_2013-09-09.xm1 Page 1 of 1
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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
9/9/2013 3-Destroy 7-Lost 11-Sell
4-Salvage 8-Stolen
Surplus Assets
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