SCHOOL PROPERTIES DISPOSITION

The intent of this policy is to maximize the revenue the School Department generates for the town from the disposal of surplus supplies and equipment through an efficient process.

The term “surplus supplies” includes motor vehicles, machinery, computer equipment, furniture, scrap metal, and other materials and supplies that are not consumables.

For those supplies and equipment that are no longer needed, the principal shall submit a memorandum to the Superintendent seeking approval to declare the supplies to be surplus. The memorandum must provide a list of the items to be disposed of and an estimated value of the items. After receiving the Superintendent’s approval, the Principal and Director of Finance will work together to determine how the items should be disposed. Options, in priority order, are provided below.

Items with no resale value may be

(1) given to other schools for their use,

(2) given to students for their use,

(3) offered to other town departments,

(4) donated,

(5) recycled, or

(6) disposed.

Items deemed to have a monetary value may be

(1) given to other schools for their use,

(2) offered to other town departments,

(3) sold through

A. seeking quotes from three or more parties/vendors

B. advertising the equipment publicly using no-cost advertising and inform the School Committee of available equipment prior to a sale or auction

The Superintendent shall authorize the final disposal of any surplus supply with a final value of $1,000 or less as determined by the procedures defined above. The School Committee shall authorize the final disposal of any surplus supply with a final value of greater than $1,000 as determined by the procedures defined above.

Information technology equipment can be passed on through departments, recycled, and sold externally only after being “decommissioned.” Failing to do so can cause problems if data is not removed in a satisfactory manner because these systems may contain disks that hold information that is confidential and proprietary in nature. The Superintendent or designee shall document the decommissioning for each piece of IT equipment. The original user or records custodian shall be sure to save files for future use in accordance with applicable public records laws. In addition to records and files, software must be removed in order to adhere to various licensing agreements.

The School Department reserves the right to accept or reject any or all offers. All sales shall be made on an “as is,” “where is” basis. All property sold shall be paid for by cash, Cashier’s Check, Certified Check or Money Order payable to the Smithfield School Department. The School Department will furnish the successful purchaser a completely executed form, which will detail the description of the material covered, the sale price and the sale terms. Purchaser must indicate agreement by signing and returning it to the School Department.

ADOPTED: September 16, 2013

REVISED: January 8, 2018