CLEANING HOUSE

Surplus…what next?

Technology Bus Textbooks Band Uniforms

Know your Policy MSBA

DN-2-AP(1) Administrative Procedure: Surplus District Property - Equipment, Books and Materials (Personal Property)  Must report all surplus items (obsolete or otherwise unneeded items) to building administration.

 Building administration must submit surplus list to superintendent or designee.

 Can the items be used elsewhere within the district? If so, transfer the items to appropriate location.

 List of surplus that cannot be used elsewhere within the district must be submitted to board for approval.

 Sell everything that has been approved by board.

 If it will NOT sell - dispose of items in an environmentally friendly manner.

Know your Policy MSBA Policies:

Surplus District Property - Equipment, Books and Materials (Personal & Real Property) DN-AP.1C – Seven-Director Districts Not located Totally or Partially within St. Louis County relates to section 177.091.1 R.S. Mo DN-AP.2B – Urban and Metropolitan Districts and Districts located Totally or Partially within St. Louis County relates to section 177.073.1 R.S. Mo

Communication

 Purchasing folks need to know what is available in surplus BEFORE they purchase.

HOW DO WE MAKE THIS WORK?

 Assign a District Surplus Contact.

District Surplus Contact Responsibilities

 Review the surplus items from each building.

 Create the list of building surplus and send to entire district.

 Determine if the surplus items that are not needed within the district are truly surplus.

 Create the list of district surplus for board approval.

 Post all items for sale.

 Properly dispose of all items that do not sell.

Communication

 Assign a Building Surplus Contact at each building.

Building Surplus Contact Responsibilities

 Create a list with pictures of all surplus in the building.  Send this list to the District surplus contact.

 Work with other building surplus contacts to get the surplus from your building to the other buildings.

 If too new to sell and no other building needs the items, store in your building for future use.

 Compile all the surplus that will be sold in one central location in the building for the vendor to pick up.

 Contact person for the vendor once they arrive to retrieve the surplus items.

GovDeals

GovDeals is the most common way used to sell surplus items.

 Sell items on an online auction that functions similar to eBay.

 District pays a commission on all successful sales.

 Buyer is responsible for pickup and shipment of items.

GovDeals

GovDeals posting tips  Pack broken items with other sellable items.

 If you have more than 1 of the same big or expensive item, do NOT pack then all together for a sale.

 Charge the vendor for any packing they may ask you to do.

MONEY  Make sure you have the money BEFORE they take the surplus items.

 Types of payments that are safest:     U.S. Currency Certified Cashiers Check Money Order Company Check (with Bank Letter guaranteeing funds – mandatory)

Technology

BE CAREFUL

 Wipe data off of hard drives – erasing is NOT enough.

 Technology department.

 Make sure to get a certificate from vendor proving that the hard drives have been wiped.

 Check in your area for agencies that will dispose of your technology surplus without any cost to you.

Bus  Check with your bus company to see if they will allow a trade-in.

 Even busses can be posted on GovDeals.

Textbooks

CURRIUCLUM ADOPTION PROCESS

 RFQ process  Send out a RFQ to the used textbook buyers.

 Put all books in one central location (either per district or per building).

 Boxing the books is the responsibility of the vendor who wins the bid.

 Buyers get 4 days to view books.

 Notify the awarded bidder the day the bid is due and they can then start the removal process.

 After the bid is awarded, the awarded vendor has 1 week to remove all surplus books from the district.

 Awarded vendor must remove all books from district. Not allowed to put anything in the districts dumpsters or recycle bins.

Band Uniforms Fund Raising Opportunity

 Working with the band uniform vendor, old uniforms can be turned into pillows that can be sold to help raise money.

 Students can purchase an old uniform.

THANK YOU!

Vicky Frayne Purchased Services Francis Howell School District [email protected]

Marsha Caldwell Director of Purchasing Fort Zumwalt School District [email protected]

Mary Ann Brann Purchasing Agent Pattonville School District [email protected]

Questions – Contact Information

Kirk Sampson Director of Business Services Blue Springs R-IV School District [email protected]

Dawne Trokey Accounts Payable/P-Card Coordinator Meramec Valley R-III School District [email protected]