1112 Sustainable Non-Asset Property Disposal

PURPOSE:
To define the Adams County (County) process for disposing of excess and surplus, non-asset items in a
fiscally and environmentally reasonable manner. Priority shall be given first to find a dedicated reuse
for the item within County Offices, and Departments, then to find a dedicated reuse for the item within
approved organizations. Lastly, items not having an alternative reuse option available will be disposed
of through auction or other responsible disposal mechanism (i.e. items that are recyclable are to be
recycled properly). This policy supports the Sustainable Adams County 2030 Plan and provides an
opportunity to further achieve the goals set forth in the Plan.

POLICY:
It is the policy of the Adams County Board of Commissioners (BOCC) that whenever an item or piece of
equipment is no longer needed by an End User, and the item is not deemed an asset, or was at the
time of purchase deemed an asset but no longer qualifies as an asset (i.e. due to depreciation, as
determined by the Finance Department), the County Manager’s designee shall work with the End User
to find the next best use for the non-asset item, with priority given to reuse by County Offices or
Departments, followed by reuse by approved outside agencies, followed by auction, and finally proper
recycling or disposal. Any funds received from the disposition of non-assets are to be deposited into
Adams County General Fund or other funds as appropriate at the direction of the Budget Office.

EXEMPTIONS:
This policy does not apply to computers, electronics, and other items managed by the County IT
Department.

ELECTED OFFICIALS/DEPARTMENTS AFFECTED: All

PROCEDURE: Non-Asset Items for Reuse, Repurposing or Recycling:

• End User verifies whether or not the item is recorded as an asset by Finance.
  • If the item is recorded as an asset but the End User and Finance determine that item is no longer an asset, the Purchasing Manager will inform General Accounting of the condition of the asset, and the asset will be removed from the Adams County capital asset system (See Appendix I-Asset/Equipment Disposal Form).
• End User contacts County Manager’s designee at sustainability@adcogov.org regarding appropriate placement options for the item.
  • County Manager’s designee will work with the End User to find best use for the non-asset item using the following priorities:
    • Internal reuse or repurposing by posting on myAdams (or equivalent).
      • Furniture and larger equipment may first be offered to be re-sold at auction depending upon their condition. Items will be stored in the Sustainability Supply Area or other applicable area as space is available.
      • Items will be posted on the ‘Office Supplies’ tab on myAdams.
      • Offices and Departments interested in items listed on the ‘Office
        Supplies’ tab of myAdams are to contact sustainability@adcogov.org to request said items.
  • Reuse or repurposing within the County’s school districts, governmental
    agencies, and non-profit organizations.
    • Notice of available items will be sent to a distribution list of organizations
      that have indicated interest; notice will also be posted on the Adams
      County website.
      • • A list of approved non-profit organizations can be found in
          Appendix M to this policy.
        • The list of approved nonprofits organizations that are eligible to
          receive office items and furniture no longer in use by Adams
          County may be amended at the discretion of the County Manager.
      • Sustainability, or designee, will complete Appendix N and obtain
        recipient’s signature. This identifies the nature of the donation and
        releases Adams County from any liability or indemnification associated
        with the use of the donated item(s). A copy of which will be provided to
        the recipient.
      • At no time is the receiving organization to re-sell the item for profit.
    • Recycle
    • Landfill
  • The County Manager’s designee will host a Supply Swap event on an annual or bi-annual
    basis to offer an opportunity to relocate and repurpose items across the County Offices
    and Departments.
    • During this multi-day event, Offices and Departments will be invited to bring old
      office supplies and furniture to a central location, and will be allowed to shop
      from the surplus for items the Office or Department may require.
    • On the last day of the Supply Swap event, school districts and agencies that have
      been pre-approved by the BOCC to accept donations from the County will be
      invited to take surplus items that no longer have use to the County. These
      transactions will be done in accordance with the Adams County Ethics Policy.
    • The remainder of the items will be properly discarded via auction, recycling or
      other disposal means.
  • The County Manager’s designee retains discretion on the best way to repurpose/reuse
    the item and will coordinate with the appropriate entities as required.

Items that are deemed assets must be disposed of in accordance with Purchasing Policy 1110 (Asset Disposal Policy) and Property Disposal Procedure/Work Instruction.