Building administrators and support staff supervisors are responsible for identifying obsolete or surplus equipment and supplies within their area(s) of responsibility. Each year, a determination shall be made of equipment, supplies and/or materials that are obsolete and cannot be salvaged or utilized effectively or economically by the school district. Such equipment, supplies, or materials shall be sold through bid procedures, if possible, for the highest possible price.
The School Business Official is authorized to dispose of obsolete or surplus equipment and supplies in the following manner:
- reassign the items, as needed, to other locations within the school district;
- centralize the storage of items of potential usefulness; and/or
- discard or sell as surplus those items determined to be of no further use or worthless.
Prior to reassigning, storing, discarding or selling any equipment or supplies (including computer hardware and software), the District shall ensure that all District related data and information is permanently and completely removed. If such data or information is of a sensitive, personal or confidential nature, and cannot be permanently and completely removed prior to discarding or selling, the equipment or supplies shall be destroyed, and if reassigned or stored, the District shall note that District data or information has not been permanently and completely removed.
The District shall also ensure that all District-related data and information is permanently and completely removed from equipment that is leased from a third party, prior to returning the equipment. The District shall work with the third party provider to ensure that District data and information is able to be permanently and completely removed from the equipment.
Following approval by the Board of Education, items may be sold in the following manner:
- offer to sell the items to local municipalities or local non-profit organizations;
- sell items at a public sale or on a Board-approved public online auction site. In the event of a public sale, notice of availability of such equipment, supplies and materials and requests for bids shall be disseminated through announcements in local newspapers and such other appropriate means. The general public, as well as staff members who are not Board members, officers, or involved in the purchasing function, shall be eligible to bid on the equipment, supplies and/or materials; and
- sell remaining items as scrap for the best obtainable amount or discard in the safest, least expensive manner.
Ref:
- General Municipal Law §§51; 800 et seq.
Adoption date: May 27, 1997
Revised: December 9, 2013
Revised: March 28, 2016
Reviewed: August 28, 2017
Revised: October 15, 2019