Chapter 3.34
INVENTORY OF FIXED ASSESTS
Sections:
3.34.020 Maintaining personal property inventory records.
3.34.030 Compilation of the county’s annual personal property inventory.
3.34.040 Board’s review, verification and filing of inventory.
3.34.010 Purpose and scope.
This policy is necessary to comply with RCW 36.32.210, the inventory of county capitalized assets. This policy applies to the inventory of all fixed assets having a value of $500.00 or more. The inventory and control of fixed assets under the control of the department of public works, shall be in accordance with Public Works Policy No. PWP 201. In the event of a conflict between this policy and PWP 201, this policy shall control. (Res. 64-99 § 1, 1999).
3.34.020 Maintaining personal property inventory records.
A. Purchases/Acquisitions.
1. Requests shall be submitted to the board of county commissioners for authorization to purchase capitalized assets. (i.e., purchase of equipment with a value at or above $500.00 and a life expectancy of one year or more.)
2. Upon approval of a purchase request, the department head/designee shall complete Section A of an Okanogan County asset form (Attachment A1) and submit it to the office of the commissioners for inclusion in the county’s asset inventory. This form must be submitted for all capitalized assets of $500.00 or more, or attractive items, (i.e., cameras, video cameras, TVs, firearms, power tools, or similar items) no matter the value.
3. The office of the commissioners shall assign a fixed asset inventory number to each item with a value of $500.00 or more, and each attractive item, regardless of value. The commissioner’s office shall provide a fixed asset inventory sticker to the department acquiring the new equipment. This sticker shall be visibly placed on the new equipment and will state that the equipment is property of Okanogan County and will list the individual fixed asset’s inventory number.
B. Disposals/Transfers.
1. The board of county commissioners must authorize the disposal/surplus, transfer, or sale of capitalized assets and attractive items.
2. A completed Section B of an Okanogan County asset inventory form (Attachment A) must accompany a request to the board to dispose of, surplus, sell or transfer a capitalized asset or attractive item.
3. The completed asset inventory form shall be submitted to the clerk of the board for posting to the asset inventory.
C. Surplused Items.
1. The clerk of the board shall annually print out a list of usable surplused items. This list shall be circulated to all departments for review. A department having use for a surplused item may request a transfer of same.
2. Surplused items not usable by the county shall be disposed of through an annual auction to be held on the second Saturday in May of each year. (Res. 64-99 § 2, 1999).
3.34.030 Compilation of the county’s annual personal property inventory.
A. RCW 36.32.210 requires that a county’s inventory of capitalized assets be updated and filed with the county auditor annually by the first Monday of March.
1. The department of public works will prepare an annual inventory of the personal property acquired by or assigned to that department, and submit a signed copy of same to the office of county commissioners by the third Tuesday of February each year.
2. The office of county commissioners will prepare the annual personal property inventory for the remaining county offices/departments.
a. By the first Monday of February each year, the office of county commissioners will send each office/department, except public works, a copy of its current inventory from the asset inventory along with a request that the inventory be verified, updated, and returned by the third Tuesday of February. Any changes should be fully notated on the inventory, after which it is to be signed and returned. If no changes are necessary, the inventory is to be signed and returned.
b. The commissioner’s office will revise the asset inventory to reflect the changes submitted by various offices/departments. The clerk of the board will submit the inventory to the county commissioners at least one week prior to the first Monday of March. (Res. 64-99 § 3, 1999).
3.34.040 Board’s review, verification and filing of inventory.
A. The board of county commissioners shall review the inventory and make any changes it finds necessary. Once accepted, the board will sign a certification that states the county commissioners have examined the inventory, endorsed by the various offices/department heads, and find it to be correct and complete. The certification must be approved and signed by a majority of the board and attested to by the clerk of the board. It is to be filed with the inventory.
B. The clerk of the board will present the certified inventory to the county auditor for filing on or before the first Monday of March.
C. The county auditor shall then forthwith publish a notice in the official county newspaper stating that the county inventory has been filed with the auditor’s office and that said inventory is on file and open for public inspection at the office of the county auditor. The notice shall be signed by the auditor and published one time only. (Res. 64-99 § 4, 1999).
Attachment A, containing the Okanogan County asset form referenced through this chapter, is available at the office of the clerk of the board of county commissioners.