R-2016-16 CITY OF CLERMONT
RESOLUTION NO. 2016-16
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, to amend the Property Control Policy,
NOW, THEREFORE, BE IT RESOLVED, that the City of Clermont Property Control
Policy is hereby amended as follows
SECTION 1.
The City Council does hereby amend 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repealed to the extent of the conflict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. 2016-16
DONE AND RESOLVED by the City Council of the City of Clermont, Lake County,
Florida this 24th day of May, 2016
CITY OF CLERMONT
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Gail L Ash, a or
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Tracy A oyd Howe, City Clerk
Approved as to • . and legality
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Property Control Policy
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City of Clermont, Florida
Table of Contents
A Purpose 3
B Scope 3
C Responsibilities 3
D Property Acquisition 3
E Property Identification 3
F Property Control System 4
G Physical Inventory Procedures 4
H Property Transfers 5
I Property Disposition 5
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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. Responsibilities
The City's Purchasing 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 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 Purchasing Department
E. Property Identification
All property as described in Section B shall be permanently marked by the Purchasing
Department with property tags to show ownership by the City and the tag number
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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
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 Purchasing Department
with assistance from specific department personnel Upon completion of the physical
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inventory, the Purchasing 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 Purchasing 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 Purchasing 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
Purchasing Department Once the property item has been transferred, the transfer
should be recorded in the Property Control System
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 Director for approval by the City
Council
The Purchasing Director is responsible for the disposition of property that has been
declared surplus by the City Council The Purchasing Director 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 Director 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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