R-2015-11 CITY OF CLERMONT
RESOLUTION NO. 2015-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CLERMONT, LAKE COUNTY, FLORIDA AMENDING THE PROPERTY
CONTROL POLICY FOR THE CITY OF CLERMONT; REPEALING
ALL PRIOR RESOLUTIONS IN CONFLICT HEREWITH; AND
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Clermont deems it advisable and in the best
interest of the City, that changes be made to the Property Control Policy;
NOW, THEREFORE, BE IT RESOLVED, that the City of Clermont Property Control
Policy is hereby adopted as follows:
SECTION 1.
The City Council does hereby adopt the City of Clermont Property Control Policy as set forth in
Attachment A, attached hereto and incorporated herein. The City Council of the City of
Clermont may amend the Property Control Policy by Resolution when deemed necessary and in
the best interest of the City of Clermont.
SECTION 2.
Any resolution previously adopted by the City Council and in conflict herewith is hereby
repealed to the extent of the conflict.
SECTION 3.
This Resolution shall take effect immediately upon its adoption.
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CITY OF CLERMONT
RESOLUTION NO. 2015-11
DONE AND RESOLVED by the City Council of the City of Clermont, Lake County,
Florida this 24th day of March, 2015.
AY6 CITY OF CLERMONT
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;; I Gail L. Ash, Mayor
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Tracy Ackroy , City Clerk I
Approved as to form and legality:
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I ann-- . antzaris, City Attorney
Property Control Policy
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CLERON1
Choice of Champions"
City of Clermont, Florida
TABLE OF CONTENTS
A. Purpose 1
B. Scope 1
C. Responsibility 1
D. Property Acquisition 1
E. Property Identification 2
F. Property Control System 2
G. Physical Inventory Procedures 3
H. Property Transfers 3
I. Property Disposition 4
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A. Purpose
The purpose of this Policy is to establish requirements for the control of
City owned tangible and intangible personal property and for the periodic
review of such property for inventory purposes in accordance with Section
274.02, Florida Statutes.
B. Scope
This policy shall apply to all City owned tangible and intangible personal
property with a value or cost of $1,000 or more and a projected useful life
of one (1) year or more. Tangible personal property includes furniture,
equipment, computers, printers, and vehicles. Intangible personal property
includes software.
C. Responsibility
The City's Finance Department is responsible for the establishment and
maintenance of the property control system.
Department Directors are the official custodians of property items
assigned to their departments and as a result, are primarily responsible
for the use, care and safeguarding of property items assigned to their
departments.
Departments are responsible for the establishment and maintenance of
control systems to account for tangible personal property not covered by
this Policy.
D. Property Acquisition
The cost recorded in the property control system is the total cost of placing
the item in service (i.e., invoice price plus freight and installation charges
less discounts). A trade in value is not deducted from the cost of an item.
Property donated to the City is recorded in the property control system at
its fair market value at the date of donation. A letter from the donor that
includes a description of the property and its value is recommended.
Property created by assembling parts of several old items into a new one
(cannibalizing) or by assembling new purchased parts is to be recorded in
the property control system if its cumulative value meets the property
value threshold noted in Section B. or if it qualifies as an improvement to
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an existing property item. Any cannibalized assets should have first been
disposed of through the property disposal procedure.
A Property Acquisition Form must be completed by the property custodian
at the time of acquisition and submitted to the Finance Department.
E. Property Identification
All property as described in Section B. shall be permanently marked by
the Finance Department with property tags to show ownership by the City
and the tag number assigned to the property item. Any property item
whose value or utility would be significantly impaired by the attachment of
a property tag is exempted from the requirement for physical marking,
upon approval by the City Manager.
Property tags should be plainly visible and easily accessible. Tags should
be placed on the front of equipment, which normally is not moved, such as
computers and printers. On items that are regularly moved, such as
generators and mowers, the tag should be placed as close to the serial
number as possible or where it is least likely to come off from wear and
tear.
F. Property Control System
The property control system shall include a control account showing the
total cost or value of all property as described in Section B. and a separate
property record for each property item.
Each property record shall, as applicable, include the following
information:
a. Property control number
b. Description of the item or items
c. Physical location
d. Department/division
e. Name, Make or manufacturer
f. Year and/or Model
g. Manufacturer's serial number(s), if any, and if an automobile,
vehicle identification number(VIN)
h. Date Acquired
i. Cost
j. Depreciation information
k. Funding source
I. Disposal date
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Depreciation may be recorded to meet financial reporting requirements
relating to depreciation accounting. However, depreciation must not be
recorded on the individual property records or in the control account in
such a manner as to reduce the recorded acquisition cost.
G. Physical Inventory Procedures
A complete physical inventory of all property as described in Section B.
shall be conducted annually and whenever there is a change of custodian,
as required by Florida Statutes. The physical inventory will be performed
by the City's Finance Department with assistance from specific
department personnel. Upon completion of the physical inventory, the
Finance Department shall compare information noted to the property
control system. Noted differences shall be researched and corrected as
appropriate
Any property item found while conducting the physical inventory, which
meets the property value threshold noted in Section B. that is not included
in the property control system should be added to the City's inventory A
Property Acquisition Form should be completed and submitted to the
Finance Department. After appropriate research to establish the
ownership of the item, it shall be added to the City's property records, if
appropriate.
Any property item included in the property control system and not located
during the physical inventory process shall be promptly reported to the
property custodian. If an item is not located by the property custodian, a
report shall be filed with the Police Department regarding the missing item.
The Finance Department shall submit all missing items to the City
Manager for approval by the City Council. Upon approval by the City
Council, the property item shall be retired from the property control
system.
H. Property Transfers
Property may be transferred between departments. The property
custodian is responsible for the completion of the Property Transfer Form
and submission to the Finance Department.
Once the property item has been transferred, the transfer should be
recorded in the property control system.
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I. Property Disposition
All City-owned tangible personal property (including property not
described in Section B.) that no longer serves the needs of the City may
be requested by the property custodian to be declared surplus by the City
Council. The property custodian should complete the Property Disposal
Form and submit to the Purchasing Manager for approval by the City
Council.
The Purchasing Manager is responsible for the disposition of property that
has been declared surplus by the City Council. The Purchasing Manager
shall have the authority to sell by auction or advertised bid, trade, donate
to another governmental entity, destroy, or dispose of property declared
surplus.
Once the property item has been disposed of, the Purchasing Manager
shall submit the Property Disposal Form to the Finance Department. The
property item will be retired from the property control system.
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