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HCPSS / POLICIES

Policy 4080 – Disposition of Property

The purpose of this policy is to provide the guidelines relating to the efficient disposal of Board property other than real property.

Policy Document

Implementation Procedures

I. Policy Value Statement

The Board of Education of Howard County (Board) recognizes that goods and materials may, over time, become obsolete, unsafe, or outdated. This policy will provide for the efficient disposal of Board property that has been deemed surplus, obsolete, unsafe, or of no further significant use to the Howard County Public School System (HCPSS). This policy does not apply to real property.

II. Purpose

The purpose of this policy is to provide the guidelines relating to the efficient disposal of Board property other than real property.

III. Standards

  1. Board property deemed surplus must meet at least one of the following criteria:

    1. It has been condemned for use by the health department or for safety reasons as determined by the Safety, Environment, and Risk Management office.

    2. It is damaged or worn beyond economic repair.

    3. It will be or has been replaced.

    4. It is considered outdated or obsolete.

  2. Textbooks and instructional resources are considered Board property and will be governed by this policy.

  3. Goods and materials received through grants and donations are considered Board property and will be governed by this policy.

  4. Media materials are considered Board property and will be governed by this policy.

  5. Desktop computers, laptops, tablets, and other technology devices are considered Board property and will be governed by this policy.

  6. The disposal of real property will be exempt from this policy and will comply with County and State regulations.

  7. The disposal of leased/licensed items will be exempt from this policy and will comply with the terms of the use agreements.

  8. Property obtained through a federal, State, local, or private grant will be disposed of in accordance with the grantor’s conditions. If no conditions exist, then disposal will be in accordance with these procedures.

  9. The Office of Purchasing has the authority to terminate disposal proceedings if determined to be in the best interest of the HCPSS.

  10. Proceeds realized from any means of disposal are to be deposited to the HCPSS general fund or an account designated by the Chief Administrative Officer/designee.

IV. Responsibilities

  1. The Office of Purchasing will ensure the disposal, re-utilization, or destruction of surplus Board property and may:

    1. Make the property available for use by another division, department, or office of the school system

    2. Trade the property in toward the purchase of an appropriate replacement

    3. Sell the property for scrap directly through public sale

    4. Donate the property with authorization from the Superintendent/designee

    5. Discard or destroy the property as trash in compliance with any local, State, or federal requirements, e.g., hazardous materials.

  2. The HCPSS Logistics Center will maintain records documenting the disposition of all surplus property, including fixed assets (see Policy 4040 Fixed Assets) as well as records documenting the disposal of goods and materials containing any school data as specified in the Family Educational Rights and Privacy Act (FERPA) and Health Insurance Portability and Privacy Act (HIPPA) regulations.

  3. The Office of Purchasing or HCPSS Logistics Center, in consultation with other offices or departments, including Safety, Environment, and Risk Management or Information Technology, will determine when property may qualify for disposal in accordance with established procedures.

  4. Technology and other related items will be disposed of in coordination with the Department of Information Technology.

V. Delegation of Authority

The Superintendent is authorized to develop appropriate procedures for the implementation of this policy within the limits set forth by this policy.

VI. Definitions

Within the context of this policy, the following definitions apply:

  1. Board Property – An asset held in the name of the Board.

  2. Destruction – The removal of goods or materials from the HCPSS that are no longer recognizable or usable as originally intended.

  3. Disposition – The sale, trade, destruction, or other disposal of any item that is deemed to no longer have a significant use to the instructional or support programs of the HCPSS.

  4. Economic Repair – The condition in which the cost to repair is less than the reasonable cost of the purchase price or replacement value.

  5. Fixed Asset – A resource that meets all the following criteria:

    1. Tangible in nature

    2. Has a useful life of at least one year

    3. Is not a repair part or supply item

    4. Has an acquisition cost of $5,000 or more

    Items meeting the fixed asset criteria governed by this policy are classified by major categories, such as:

    1. Improvements to sites and facilities

    2. Furniture and fixtures

    3. Machinery and equipment

    4. Construction-in-progress

    5. Vehicles

  6. Goods – Tangible commodities provided to the Board in exchange for payments.

  7. Obsolete – Goods or materials that no longer have a value to the HCPSS.

  8. Public Sale – The sale of Board property by sealed bid, fixed price, auction, or other generally accepted process.

  9. Real Property – Real estate or other property, or improvement to sites and facilities.

  10. Scrap – The liquidation of an item, or its remnants, that is no longer usable.

  11. Surplus Property – Goods or materials identified by school administrators, office or department heads as no longer having a need or use as originally purchased or provided; also called excess property.

  12. Trade-In – A credit or deduction received for property that is being replaced.

VII. References

A. Legal

  • Annotated Code of Maryland, Education Article, §5-112

  • Family Education Rights and Privacy Act (FERPA)

  • Health Insurance Portability and Accountability Act (HIPPA)

B. Board Policies

C. Other

  • Financial Reporting Manual for Maryland Public Schools

VIII. History

ADOPTED: November 26, 2002

REVIEWED: January 27, 2023

MODIFIED: March 7, 2024

REVISED: February 10, 2011

EFFECTIVE: March 7, 2024

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.