Welcome. . .

… to Surplus 101 Training

Presented by:

Warehouse Services

June 17, 2014

The School Board of Brevard County, Florida

Mission Statement: To Serve Every Student with Excellence as the Standard

Agenda

Introductions

Organizational Chart

School Board Policies and Procedures

What Happens To Your Surplus?

Surplus Property Definitions

DCR Non-Fixed Assets and Fixed Assets

Trade-In and Blocked Asset Transfers

Surplus Property Sales

Websites

Questions and Answers

INTRODUCTIONS

Sandy Kimple

- Warehouse Supervisor

- 633-3680 ext. 14100

Kyle Gaudy

- Specialist, Surplus Property

- 633-3680 ext. 14173

Tim Mace

- Specialist, Warehouse

- 633-3680 ext. 14110

SCHOOL BOARD

POLICIES & PROCEDURES

State of Florida Statute:

Chapter 274 – Tangible Personal Property

Owned By Local Governments

School Board Policies:

7310 - Disposition Of Surplus Property

7320 - Acquisition, Removal, Disposal, Sale,

or Exchange of Major Tangible Property

7450 – Property Inventory

WHAT HAPPENS TO

YOUR SURPLUS?

SURPLUS ITEMS ARE:

Sold: Sales and Scrap Revenue is approximately

$125,000.00 annually (as of 6/15/14)

Repurposed/redistributed throughout the District

PROPERTY

ALL ASSETS FIXED OR NON-FIXED ARE CONSIDERED

DISTRICT PROPERTY

Fixed Assets ($1,000 and greater)

Must have an asset tag

Must be inventoried

Non-Fixed Assets (Less than $1,000)

No asset tag

Not inventoried

Updated: 10/31/2013

Property To Be Transferred

(DCR)

Is The Property An Asset Or Non-Asset

Asset Property

(On Your Inventory)

Non-Asset Property

Initiate Transfer In CrossPointe

Complete The

Transfer And Have

The Site Administrator

Approve.

Was Transfer Blocked NO YES

Once The Form Is Returned

With All The Needed

Signatures, The Warehouse

Supervisor Will Unblock The

Asset and You Will Be Notified

To Re-initiate The Transfer.

The Surplus Property Specialist Will Initiate A “Disposal

Justification Form” And Send It To The Site Administrator.

The Site Administrator Will Fill Out Section B, Sign The Form And Forward It to The First

Name In Section C.

Fill Out a DCR-1 Form And Have The Site

Administrator Sign. Make 2 Copies And

Send It To The Warehouse Supervisor

Through The Courier.

The DCR-1 Will Be Verified And Approved By The Warehouse

Supervisor. Once Approved The DCR-1 Will Be Sent To The Warehouse

Specialist For Scheduling.

The DCR-1 Will Be Verified And

Approved By The Warehouse

Supervisor. Once Approved The DCR-1 Will Be Sent To The

Warehouse Specialist For Scheduling.

PROPERTY

District Property – Non-Fixed Asset < $1,000:

Complete paper DCR-1 form

Must be filled out correctly and completely

Books must be on a separate DCR-1 form

Dual Enrollment separate from other books

Send DCR-1 to the Warehouse Supervisor (Sandy Kimple) through

the courier

Surplus/Warehouse will no longer accept scanned, faxed or e-

mailed regular DCR-1’s. Emergencies excluded.

The Warehouse Supervisor will approve the DCR-1, then send the

DCR-1 to the Warehouse Specialist to schedule the pickup/delivery

No items can be added when the drivers arrive on-site unless

approved by the Warehouse Supervisor

No Fixed Asset items should be listed on this DCR-1 form

PROPERTY

District Property – Fixed Asset > $1,000:

Complete the electronic transfer in CrossPointe financial system

Use the correct Transfer Reason:

TR - Site to Site with Warehouse

SU - Site to Surplus

SN - Site to Site/Surplus No Warehouse

Sending Designee

Must be the name of the person initiating the transfer

Asset tag must be attached and legible

Asset will not be picked up if not legible

Asset tags are requested through Property Control in

Accounting Services

PROPERTY

Trade-in of all District Property (regardless of cost)

requires School Board approval:

Trade-in letter must be sent to Surplus to be included in the

next School Board Agenda

Blocked Asset Transfers:

Less than 5 years old, or

Has not met Life cycle, or

Original cost is $5,000.00 or more

Surplus will initiate the Surplus Property Disposal

Justification Form to the requesting school/department

Must be on your School/Department Letterhead

TODAYS DATE MEMORANDUM TO: Cheryl Olson

Director, Purchasing and Warehouse Services

FROM: Name (Principal/Director)

Title (Principal/Director, School/Department)

RE: Trade In Of (Your School/Department) Equipment (Your School/Department) would like to retire and/or trade in this/these assets: Item(s) Asset Number(s) Serial Number(s) We were asked by the District Office and Surplus to answer the following questions and send our responses to you. • Is this the asset that is being traded in?

o Yes • Description and asset number of items(s) being traded in.

o See Above • The name of the company that is handling the trade.

o Insert company and address • The amount of credit being offered and the total amount being paid.

o The amount of credit being given for the trade in is $ o The total amount being paid is $ - which represents a cost of $

Less the $ trade in.

PROPERTY Additional Facts:

Appointments must be made to view available surplus property at the Surplus Warehouse

If you plan to pick up surplus property, you must bring a DCR-1 form signed by your Principal/Department Head

The DCR-1 form is located on the Purchasing and Warehouse Services Website.

All requests for replacement fixed asset tags must be submitted to Property Control in Accounting Services

The Warehouse Supervisor is responsible for scheduling DCRs

SURPLUS WEBSITE

REDISTRIBUTION LINK

GOVDEALS.COM AUCTION SITE

QUESTIONS

&

ANSWERS

Thank you for attending. …

Surplus 101 Training

Presented by:

Warehouse Services

The School Board of Brevard County, Florida

Mission Statement: To Serve Every Student with Excellence as the Standard.