1110 Asset Disposal Policy

PURPOSE:
To define the Adams County process for disposing of or transferring of excess capital assets.

POLICY:
The Adams County Board of Commissioners (BOCC) has established the Policy that whenever an
item or piece of equipment is no longer needed by the original End user, the Finance
Department is charged with the disposition of the asset. Any funds received from the
disposition of assets are to be deposited into Adams County General Fund with the exceptions
as defined below.

ELECTED OFFICIALS/DEPARTMENTS AFFECTED: All

DEFINITIONS:
Assets are defined as any item or piece of equipment with an original purchase price of $5,000
or more, and a useful life of more than one year (asset status to be determined by the Finance
Accounting division).

EXCEPTIONS:
1. Any funds obtained from the sale of automobiles sold at auction are to remain in the Fleet
Department’s Budget Fund 6.
2. Sale of assets purchased with grant funds shall be returned to the grant budget.
3. Sale of assets purchased for the golf course shall be returned to Fund 5.

PROCEDURE:
1. When the original End user no longer needs an asset, the Elected Official or Department
Director shall contact the Purchasing Manager in writing using Appendix I the Capital Asset
Transfer/Disposal Form.
2. The Purchasing Manager shall use his/her best effort to find another Office or Department
who could use the asset. The Office or Department receiving the asset will arrange for the
asset to be transported to the department.
2.1. The transfer of assets between End users within Adams County requires that the
involved Departments complete and return to the Purchasing Manager the Capital Asset Transfer Form Appendix I. The Transfer Form should be signed by the responsible Elected Official or Director of each involved Department.
2.2. If the asset cannot be used by another Office or Department the Purchasing Manager
may sell the asset to another non-profit entity or a third party provided the transaction
meets the spirit and intent of Adams County Ethics Policy. The Purchasing Manager
may also donate the asset to another non-profit entity at the direction of the BOCC.
3. In the event that no other End user can use the asset and the asset cannot be sold the
Purchasing Manager with the aid of the Elected Official or Department Director shall
determine and assign an estimated salvage value to the asset.
3.1. If the asset’s estimated value exceeds the cost of transportation to an auction house
plus the auction houses estimated commission for selling the asset, the Purchasing
Manager shall arrange for the item to be transported to the auction house for public
sale.
3.2. If the asset’s estimated value will not cover the expense of transportation and auction
house fees the Purchasing Manager and the Elected Official or Department Director
may dispose of the asset in accordance with all Federal, State and Local laws. Any
expense for the disposal of the asset shall be borne by the End user.
4. Loss, Theft, or Destruction: The loss, destruction, or theft of an asset requires that:
4.1. The Purchasing Manager must be notified and the following information disclosed:
4.1.1. When was the asset determined as lost, destroyed or stolen?
4.1.2. Was a police report filed? If so, a copy of the report should be forwarded to the
Purchasing Manager.
4.1.3. To what Office or Department was the asset assigned?
4.1.4. The Purchasing Manager will inform General Accounting and the Director of
Finance of any loss, theft, or destruction of an asset before the asset can be
removed from the Adams County capital asset system.