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HCPSS / POLICIES

Policy 4080 Implementation Procedures - Disposition of Property

Policy Document

Implementation Procedures

I. Determination of Surplus, Obsolete, or Disposable Goods

  1. A principal/program manager/designee will declare an item as surplus or excess.

  2. A principal/program manager/designee will notify the Office of Purchasing or Howard County Public School System (HCPSS) Logistics Center of any surplus or excess property.

II. Reutilization of Surplus Goods

  1. If a surplus item can be utilized elsewhere in the HCPSS, the Office of Purchasing will reassign as appropriate.

  2. The Office of Purchasing will make available a list of excess property on the purchasing website or other electronic media.

  3. When a school/department requisitions property, the HCPSS Logistics Center will check the surplus property list to determine if the request can be filled from that list.

  4. If repairs or other services to goods and materials can be carried out in a cost-effective manner, they will be conducted under the direction of the appropriate administrator/supervisor knowledgeable and responsible for that item(s).

  5. When a school/department receives surplus property, they will inventory and account for that property coming under their responsibility in the appropriate property database. Licenses and/or any fees associated with the property must accompany the surplus property being transferred.

III. Disposal of Surplus

  1. If a surplus item is no longer useable, the Office of Purchasing will dispose of the item in one of the following ways:

    1. Trade-In

      1. If the item is being replaced, the Office of Purchasing will determine whether trade-in is a feasible means for disposal.

      2. If the Office of Purchasing determines that the item should be traded in, relevant provisions will be noted in the Bidding Document/Purchase Order.

    2. Sale

      1. An item not suitable for reuse or trade-in may be sold via informal bidding, sealed bids, public auction, electronic means, or other sales transaction, whichever is deemed to be in the best interest of the Board.

      2. Upon receipt of payment from the buyer, the Director of Procurement and Materials Management will transfer the title of the item (when appropriate) by issuing and signing a letter of sale.

    3. Donations

      1. The Director of Procurement and Materials Management may request authorization to donate a surplus item to a charitable or nonprofit organization that has tax-exempt status.

      2. Donations will be handled on a case-by-case basis and approved by the Chief Administrative Officer.

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

  2. Prior to physical removal, the principal/administrator/designee knowledgeable and responsible for the item(s) will identify if the item is a fixed asset and verify if the item is on the fixed asset list and notify the Finance Office of the final disposition.

IV. Monitoring

Policy 4080 implementation procedures will be overseen by the Division of Operations.

V. 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.