City Council Ordinance 125ORDINANCE AMENDMENT 1983 #125
The City Council of Monticello hereby ordains the the following
Ordinance Section 10-1-1 through 10-1-3, Property and Equipment
Control is hereby adopted as follows:
CHAPTER 1
PROPERTY AND EQUIPMENT CONTROL
SECTION:
10-1-1 Purpose
10-1.-2 Definitions
10-1-3 Procedure
10-1-1 PURPOSE: It is the purpose of this Chapter to maintain ac-
countability of all tangible property and equipment purchased by the
City, or otherwise acquired, or furnished by other agencies. This
accountability shall be maintained by records kepi; by the City
Administrator, and by the Director of Public Works, and the records
shall be verified at least once each year by a physical inventory of
the property in the City's possession, and reconciled appropriately.
10-1-2 DEFINITIONS: For the purpose of this Chapter the following
terms, phrases, words and their derivations shall have the meaning
given herein.
ACOUISITION VALUE OR INDIVIDUAL UNI'., VALUE: The price of the item
paid at the time of purchase by the City, including applicable taxes,
freight and installation costs. Donated items or items otherwise
furnished shall have their acquisition value estimated on the basis of
the current market replacement value.
NONEXPENDAB LF PERSONAL PROPERTY: Any tangible item of property not
including land, permanent buildings or structures having a useful life
of one year or more. This includes any iterns attached to a permanent
structure that can be removed or replaced, and items that have been
installed on other nonexpendable property. An example is a radio
installed on a vehicle. Both the radio and the vehicle must be iden-
tified separately.
10-1-3 PROCEDURE: This procedure describes the requirements and pro-
cedures for maintaining accountability of all tangible nonexpendable
personal property in possession of the City. All items, either owned
1)}, the City, or loaned or furnished to it from other sources, having
an individual unit value of $300 or more and a useful life of one year
or more are covered in this procedure. Items which have a useful life
of one year or more and have an individual unit value of less than
5300 shall be grouped by like item, and the groups shall be accounted
for- in accordance with this procedure. Land, permanent buildings and
structures are excluded from this procedure.
10-1-3
(A. ) At the time an item of nonexpendable personal property is re-
ceived by the City either through direct purchase, as part of a
package contract, donation, or some other means, the item shall be
assigned a City identification number, and a tag containing this
number shall be permanently affixed to the item, in a conspicuous
place. An entry shall be made in the City's property log maintained
by the City Administrator and an individual property card shall be
prepared and maintained on file by the Director of Public Works.
(R. ) When the item, or group of items is received, but before the
item is placed in service, the following actions will be performed:
1. A copy of the contract or purchase order shall be sent to
the City Administrator.
2. A City identification number shall be assigned, and an
identification tag bearing that numher shall be affixed to
the item. The identification number of the item shall be
provided to the City Administrator.
3. The City Administrator shall enter the item in the City
property log, including all of the following information:
a. Description of the item.
b. Manufacturer's serial number.
C. City identification number.
d. Date of acquisition - this is the date the City took
actual possession of the item.
e. Acquisition cost - this is the price paid for the
item, including applicable taxes, freight and any
installation costs. If this cost information is not
available because the item is not a direct City
purchase, the value may be estimated based on current
market replacement costs.
f . Grant number - if the item is acquired using funds
provided under a federal grant, the grant number
number shall be entered.
g. Contract or P.O. number - the contract c,r purchase
order under which the item was purchased.
h. Ownership - show "City" if procured by the City, or
if on loan from another agency, identify the agency.
10-1-3
i .
Location - the Phys ial location of the item when in
use. If the item is a vehicle or portable, show its
responsible department.
j. Responsible department - the department responsible
for the item, and to which the item is assigned. ,
4. The Director of Public works or his authorized representative shall
make up a property card, which contains the same information as the
property log, for each individual item. The location entry on this
card shall be revised each time the item is moved to a new location,
and/or the responsible department changes. The acquisition value
shown on the property card, and on the property log must agree at
the time of acquisition —
(C.) once a year a complete inventory of all City property shall be _
conducted. The purpose of this inventory is to assure that all City
property is actually in the Possession of the City and properl
accounted for. Y
The inventory shall consist of actually locating each item listed on
the property log. The person conducting the inventory shall physicall
identify the property item by description, manufacturer's serial y
number and City identification number from the identification tag on
the item. The location and responsible department shall be noted on
an inventory sheet. The physical condition of the item shall also be
noted. .This sheet will then be sent to the City Administrator who will
verify that the data on the inventory sheet matches the information on
the property log. A copy of the inventory sheet shall also be sent to
the Director of Public Works who will verify the information on the
property cards.
If any property items are located, which are not tagged, then these
items shall be tagged immediately, and the appropriate entries made
into the property log, and new property cards prepared.
( �• } If any items are missing at completion of the inventory, or if
any item is lost, stolen or vandalized at any time, the responsible
(1cpartment head shall immediately notify the City Police Department to
initiate the appropriate invetigation. The City Administrator and the
f -)i rec for of Public Works shall also be notified of the loss, and the
I inn being taken to recover the lost item.
(F:. ) If any item of property is disposed of, the City Administrator
;ha 11 be notif ied and provided the following information for the
ro pe r t y log:
10-1-3
1. The disposition of the property, and reason.
2. The date disposed of.
3. Dollar amount of revenue from the disposal action.
The same information shall also be provided to the Director of Public
works for entry in the appropriate property card.
Passed by the City Council of Monticello this 9th day of May, 1983.
Arve A. Grimsmo
Mayor of Monticello
Thomas A. Eidem
City Administrator