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Document
Evaluation Committee Rules of Conduct
Year Created: 2025
DOCUMENT
POL - Policy Statement 1998
- YEAR CREATED: 1998
- ENTITY TYPE: K-12
- TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a policy statement from the City of Thornton's Purchasing and Contract Administration Divisions regarding the maintenance, transfer, and disposal of City-owned equipment, supplies, and personal property. The purpose of the policy is to establish guidelines for these processes. The policy applies to all employees and all City-owned equipment, supplies, and personal property, excluding real estate. The Purchasing Agents are responsible for disposing of surplus items upon authorization from the City Manager or his designee. They also have the authority to transfer usable commodities to other departments or divisions. Surplus items with sellable value are to be disposed of through sealed bids, public auctions, or trade-ins. Items with minimal or no sellable value may be disposed of upon inspection and approval by the Purchasing Agents and the City Manager or his designee. Surplus items may also be donated or permanently transferred to charitable organizations with approval from the City Council, or sold or transferred to other governmental agencies with approval from the City Manager or his designee. The policy prohibits the sale, trade, borrowing, removal, or transfer of equipment, supplies, personal property, or parts thereof outside the scope of this policy. The Purchasing Agents work with departments and divisions to establish minimum sale amounts. The Accounting Division must be informed of all transactions related to equipment or property for fixed asset records. The policy allows for the return of material received in error. Surplus items with value must be maintained in a manner that prevents devaluation due to condition, and parts stripping is prohibited unless approved by the Purchasing Agents. Departments or divisions submitting surplus items are responsible for maintaining them until disposal and may be required to deliver them to the sale location. Payment for the purchase of surplus items must be made in cash or by certified check, unless otherwise approved by the City Manager or his designee. City employees are not prohibited from participating in public solicitation for the sale of surplus items, and all terms and conditions of the public sale apply to City employee participants. Surplus items with additional useful life may be redistributed to other operations on a first-come, first-served basis. The Purchasing Division will coordinate surplus lists and pick-up with all City operations. The document also refers to an Administrative Directive in the Employee Handbook for additional information.