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HomeMy WebLinkAboutCORRESPONDENCE - GENERAL CORRESPONDENCE - DISPOSITION OF PERSONAL PROPERTYAdministrative Services Purchasing Division City of Fort Collins POLICY MEMORANDUM DATE: November 22, 2000 TO: John Fischbach, City Manager Stephen J. Roy, City Attorney Wanda Krajicek, City Clerk FROM: James B. O'Neill II, CPPO,`Dir car of sing and Risk Management RE: Clarified Policies Regarding Disposition of Certain City Personal Property (pursuant to City Code Section 23-126) This Policy Memorandum is to clarify Purchasing policies regarding the disposition of certain surplus or obsolete personal property. John, please sign the acknowledgement line at the end of this Memorandum to indicate your approval of the policies as stated and return a signed copy to me. 1. Sale or Transfer of City Property to Other Governmental or Non -Profit Organizations Background: It has been the general practice of the City to sell surplus or obsolete City property that is of interest to other governmental organizations or non-profit organizations directly to them. By not using the auction process to sell items in which such organizations have expressed a specific interest, administrative costs and processing delays are reduced. This arrangement also facilitates the assistance by the City of other taxpayer -supported entities, which in many cases are affiliated or partially funded by the City. In order to document that this practice is consistent with applicable policy, 1 am proposing the following policy for your approval. Sale or Transfer of City Personal Property to Other Governmental or Non -Profit Organizations Surplus or obsolete personal property that has been determined to be sold or discarded may be sold to a governmental or non-profit organization for a reasonable estimate of the fair market value of such property, to be determined by the Purchasing Agent. Services or other in -kind payment may be received by the City in exchange for personal property, if the Purchasing Agent determines that such payment adequately offsets the fair market value of the property to be exchanged. The Purchasing Agent shall prepare a memorandum describing the sale and the compensation received by the City for such sale, to be retained in Purchasing Department files. 2. Disposition of Retired Police Dogs Background: Police Services purchases dogs that are used in the course of its law enforcement duties, and during such use the dogs are trained, handled, housed, and cared for by an assigned police officer. When these dogs reach an age or condition that makes them unsuitable for continued use by Police Services, or other use by the City, they become in essence "obsolete" property. In order to establish the proper process for addressing this rather unique circumstance, I am proposing the following policy. 250 W. Mountain Avenue - P.O. Box 580 - Fort Collins, CO 80522-0580 - (970) 221-6775 - FAX (970) 221-6707 November 16, 2000, Policy Memorandum Page 2 Disposition of Retired Police Dogs Upon a determination by the Chief of Police that a police dog owned by Police Services is no longer fit or appropriate for continued use by Police Services, and a determination by the Purchasing Agent, on the advice of the Chief of Police, that no other City use for such dog is desired or appropriate, the Purchasing Agent shall determine whether there is a market value for such dog, given the condition, training, and other relevant characteristics of the dog. 1. If the Purchasing Agent determines that the fair market value of the dog outweighs the likely administrative costs of attempting to sell the dog, the Purchasing Agent shall advertise or otherwise take action to find a buyer for the dog. In the event the dog is determined by the Chief of Police to be a vicious dog that cannot be safely handled for any reasonable purpose, the dog shall be euthanized. 2. If the Purchasing Agent determines that the fair market value of the dog is less than the likely administrative costs of attempting to sell the dog, the Purchasing Agent shall determine whether the police officer currently assigned to handle the dog is ready, willing and able to take ownership and possession of the dog. If so, the dog shall be transferred to said officer, who shall then become the owner of the dog and shall assume all obligations and liabilities related to the ownership of the dog and waive any and all claims against the City related to the dog. If the current handler of the dog is not ready, willing or able to take ownership of the dog, each of the previous handlers, in order from the most recent to the least recent, shall be contacted, if available, to determine whether any of them are ready, willing and able to take ownership of the dog. If so, ownership of the dog shall be transferred to the first such handler who expresses a willingness to assume ownership of, and liability for, the dog. 3. If no prior handler of the dog is so determined, then the Purchasing Agent may, in consultation with the current or most recent handler of the dog and the Chief of Police, investigate possible alternatives for identifying a suitable new owner for the dog, in view of the condition, training, disposition, potential uses and any other relevant characteristics of the dog. If no such owner is identified, the Purchasing Agent shall arrange for the dog to be euthanized. The Purchasing Agent shall prepare a memorandum describing the above -described determinations, to be retained in Purchasing Department files. The foregoing polices have been acknowledged and approved by me as of the date written below. Ca I - _�Ljt� John V. Fischbach, City Manager N O V cw,6- - Z7 ,moo Date