| Administrative Procedure | 5.1.1 |
| Procedure Title | Surplus of College Property |
| Related Board Policy | Policy Governance Chapter X Section X
XXX |
| Related Admin Procedures | 5.1 Use of College Property |
| Adopted Date | 6/2/2026 |
| Effective Date | 6/2/2026 |
| Last Reviewed Date | 6/2/2026 |
| Implementation Process By | Director - Physical Plant |
When college property no longer serves the mission of the college, the college may dispose of that property according to this procedure.
The general principles of surplusing unneeded college property are:
- Maximizing value to the college based on a Total Cost Analysis that accounts for both the expenses to the college as well as the potential income to the college.
- Community use of surplus equipment is in keeping with the mission of the college. Care will be taken to ensure that the college treats community groups that further the mission of the college and that request surplus property fairly in light of all such requests.
- Fair access to the college's stakeholders, allowing for both a fair and competitive process if the property's value warrants it.
- If the property (including equipment and supplies) is federally owned or funded through a current grant/contract award, disposition can only occur in accordance with the awarding document or via written approval from the sponsoring agency.
PROCEDURE:
I. The decision maker in determining if property should be surplussed, and the method of sale or disposal, shall be:
A. The College President, if the specific property at the time of purchase required College Board of Trustees approval, or if the surplus property is Real Property1.
If not, then:
B. The supervising Cabinet member responsible for the property, if the property at the time of purchase was required to be listed on the official college inventory of assets;
If not, then:
C. The budget manager is responsible for the property.
If the surplus property is recommended to be given to a community organization, final approval must also be obtained from the Chief Administrative Services Officer.
II. Allowed methods of disposal include:
A. Competitive bid that is given adequate public notice
B. Selling of the property at public sale that is given adequate public notice
C. Gifting the property to another community organization at their request if the value of the property would likely not be recovered if bid or sold, and doing so furthers the mission of the college.
D. Safe disposal if the value of the property is negligible.
(For both A and B above “adequate public notice” is defined in the associated process (link above) for this procedure.)
III. Property (including equipment and supplies) acquired under a federal grant/contract award is governed by
2 CFR 200, where title is generally "conditional," and the federal government retains a financial interest or right to the equipment/supplies until formal disposition occurs. Unless an award specifically grants "exempt" or unconditional title—meaning the property is held without further obligation—the college must seek disposition instructions or reimburse the awarding agency at the end of the project period.
IV. If the property is listed on the official college inventory of assets, both the inventory number of the property and the expected date of disposition must be reported, in writing and authorized by the appropriate Cabinet member, to the Business Office
A. Funds received for disposal of college property are deposited into the college miscellaneous revenue fund, unless the asset is federally owned.
V. Special Statement Regarding Employee Issued Computer Equipment (Desktop/ monitor/keyboard or Laptop/dock/monitor/keyboard)
A. When the Chief Information Officer determines it is time to replace computer equipment issued to a benefited college employee, that employee will be given the first option to purchase the old computer for their personal use at the value determined as fair market value by the CIO. If the benefited employee declines to purchase the computer, the CIO shall dispose of it using one of the allowed methods noted in paragraph II A.-D. above.
1 - Real Property is defined, as used in this procedure, as land and any permanent improvements attached to it, including buildings, structures, fixtures, fences, trees, and mineral or water rights.
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