Lake Wales (Current through Ordinance 2023-17, Adopted 7-05-2023)
 Code of Ordinances
 Chapter 2. Administration   
 Article IV. Procurement Of Property And Services
 Division 7. Record Of Acquisition, Inventory And Disposal Of Property
  

  Division 7. Record Of Acquisition, Inventory And Disposal Of Property  

§ 2-471. Applicability.
Latest version.

In accordance with the requirements of F.S. ch. 274, record, inventory and disposal of property purchased by the city shall occur as provided in this division.

(Ord. No. 95-01, § 1, 2-21-95; Ord. No. 2001-04, § 1, 4-17-01; Ord. No. 2011-32, § 1, 12-20-11; Ord. No. 2013-17, § 1, 11-5-13)
§ 2-472. Definitions.
Latest version.

The following terms, when used in this division, shall have the meaning ascribed to them in this section:

Assets custodian. The head of the department to which the responsibility for maintaining the city's schedule of fixed assets and for implementing the provisions of this division has been delegated.

City attorney. The person serving as the city's agent for the purpose of recording and filing all legal documents and official notifications pursuant to the conveyance of real property to the city.

City clerk. The person to whom responsibility for maintaining the city's official records has been delegated.

Fixed asset. Any equipment, fixture or other tangible personal property of a non-consumable nature owned by the city the value of which equals or exceeds the value provided in F.S. § 274.02, and the normal expected life of which is one (1) year or more. A schedule of fixed assets will be compiled and maintained by the city in a form consistent with the requirements and recommendations of the auditor general.

Personal property. All equipment, fixtures and other tangible personal property of a non-consumable nature owned by the city.

Property record. A standard form developed by the assets custodian to record the pertinent information about an item to be added to the schedule of fixed assets. Such record shall include, but not be limited to, the name of the department purchasing the item, a detailed physical description of the item, purchase price, date purchased, location of item, model number, serial number, normal expected life, and dates inventoried.

Real property. All buildings and land owned by the city.

(Ord. No. 95-01, § 1, 2-21-95; Ord. No. 2000-16, § 1, 9-19-00; Ord. No. 2001-04, § 1, 4-17-01; Ord. No. 2011-32, § 1, 12-20-11; Ord. No. 2013-17, § 1, 11-5-13)
§ 2-473. Acquisition of tangible personal property.
Latest version.

Whenever acquiring tangible personal property of a nonconsumable nature, the city may pay the purchase price in full, exchange city-owned property with the seller as a trade-in and apply the exchange allowance to the cost of the new property acquired, or exchange city-owned property for property with value equal to or greater than the acquisition cost or value of the city-owned property. Authority to exchange tangible personal property in accordance with this section is granted to the city manager by this article.

(Ord. No. 95-01, § 1, 2-21-95; Ord. No. 2001-04, § 1, 4-17-01; Ord. No. 2011-32, § 1, 12-20-11; Ord. No. 2013-17, § 1, 11-5-13)
§ 2-474. Record of acquisition and inventory of personal property.
Latest version.

(a) For each acquisition of personal property by purchase, donation, grant, forfeiture, exchange or other means when said property has a value at the time of acquisition equal to or exceeding the value stipulated in F.S. § 274.02, and a normal expected life of one (1) year or more, the department head or his designee shall, provide to the assets custodian a completed property record within five (5) business days after acquisition of the property. If the property is acquired by purchase, a copy of the invoice shall be forwarded to the assets custodian at the same time the invoice is forwarded to the finance department for payment. If the property is acquired by some means other than by purchase, documentation of value in a form acceptable to the finance director shall be forwarded to the assets custodian with the property record.

(b) Upon receipt of the property record from the department, the assets custodian shall add the property to the schedule of fixed assets.

(c) Each item of property which it is possible to identify by marking shall be marked in the manner required by the auditor general.

(d) A complete physical inventory of all personal property shall be taken annually under the supervision of the assets custodian, and the date inventoried shall be entered on the property record. The inventory shall be compared with the property record and the schedule of fixed assets, and all discrepancies shall be traced and reconciled.

(e) At the close of each fiscal year, a complete schedule of fixed assets shall be filed by the assets custodian with the city clerk for permanent retention in the official records of the city.

(f) The record-keeping requirements of this section shall apply to all personal property acquired after October 1, 2000. A complete property record in the form required by this section shall be created for property acquired prior to October 1, 2000, and remaining in the city's inventory of personal property on that date.

(Ord. No. 95-01, § 1, 2-21-95; Ord. No. 2000-16, § 1, 9-19-00; Ord. No. 2001-04, § 1, 4-17-01; Ord. No. 2011-32, § 1, 12-20-11; Ord. No. 2013-17, § 1, 11-5-13)
§ 2-475. Record of acquisition and inventory of real property.
Latest version.

(a) For each purchase of real property, the original contract for purchase indicating the price paid for the property shall be forwarded to the city clerk for retention in the official records of the city.

(b) For each acquisition of real property through purchase, donation, foreclosure, tax sale or other means, the city attorney shall forward to the city clerk the recorded original deed or other document conveying ownership to the city. The city attorney shall, at the time of such conveyance, prepare and forward any notifications to the county tax collector, property appraiser, or other officials as may be required to establish date of acquisition, tax-exempt status, and other legal matters relevant to ownership of real property by a municipality.

(c) Upon receipt of the recorded deed or other document conveying ownership of real property to the city, the city clerk shall provide to the assets custodian a completed property record showing the acquisition cost of the property or the value of the property, if donated, and a copy of the deed or conveying document for addition of the property to the schedule of fixed assets. Acquisition cost shall include all legal fees, recording fees, payment of back taxes, and any other costs incurred to effect the conveyance of the property to the city. The city clerk shall file the original recorded deed or conveying document with the official records of the city. The original contract for purchase, where applicable, shall be attached to the recorded deed or conveying document. If all acquisition costs are not known when the property record is initially forwarded to the assets custodian, the city clerk shall notify the assets custodian of such additional costs when they become known, and the assets custodian shall amend the acquisition cost of the property on the schedule of fixed assets.

(d) The record-keeping requirements of this section shall apply to all real property acquired after October 1, 2000. A complete property record in the form required by this section shall be created for real property acquired prior to October 1, 2000, and remaining in the city's inventory of real property on that date.

(Ord. No. 95-01, § 1, 2-21-95; Ord. No. 2001-04, § 1, 4-17-01; Ord. No. 2011-32, § 1, 12-20-11; Ord. No. 2013-17, § 1, 11-5-13)
§ 2-476. Disposal of surplus property.
Latest version.

(a) Classification as surplus property. The city may classify as surplus any of its real or personal property which is obsolete or the continued use of which is uneconomical or inefficient, or which serves no useful function or purpose.

(b) Authority for disposal. Authority for the disposal of surplus property for which the cost or value at the time of acquisition or construction equals or exceeds the value currently stipulated in F.S. § 274.02, shall be recorded in the official minutes of the city commission. Such authority shall include approval of the method of disposal and estimated current value of the property. Authority for the disposal of surplus property for which the initial cost or value does not equal or exceed the value currently stipulated in F.S. § 274.02, shall be granted to the city manager by this subsection.

(c) Method of disposal. Within the reasonable exercise of its discretion and taking into consideration the value and condition of such surplus property and the desirability of the property to a prospective bidder, the city shall determine which method of disposal should be utilized:

(1) The city may dispose of surplus property by offering the property for bid to other governmental units as follows:

a. The city shall first offer the surplus property to other governmental units in the county; such offer shall disclose the value and condition of the property, and the city shall sell the property to the governmental unit submitting the highest bid.

b. If no acceptable bid is received from governmental units in the county within a reasonable time, the city shall then offer the surplus property to governmental units outside the county; such offer shall disclose the value and condition of the property, and the city shall sell the property to the governmental unit submitting the highest bid.

c. The cost of transferring the property shall be paid by the governmental unit submitting the highest bid.

(2) As an alternative to the procedure specified in paragraph (1), the city may dispose of surplus property as follows:

a. Property, the value of which the city estimates to be under five thousand dollars ($5,000.00), may be disposed of in the most efficient and cost-effective means as determined by the city.

b. Property, the value of which the city estimates to be more than five thousand dollars ($5,000.00) shall be sold to the highest responsive bidder or by public auction, after publication of notice not less than one (1) week nor more than two (2) weeks prior to the sale in a newspaper having a general circulation in the county.

c. Property may be disposed of for value without bids to any governmental unit in the state.

d. Property which is without commercial value may be donated, destroyed or abandoned.

(d) Recordkeeping—Surplus equipment. For each disposal of surplus equipment equal to or exceeding the value stipulated in F.S. § 274.02, or recorded on the schedule of fixed assets, the department head or his designee shall, on a form provided for the purpose, notify the assets custodian to adjust the property record to indicate the date and method of disposal, and the assets custodian shall also indicate such disposal on the schedule of fixed assets.

(e) Recordkeeping—Surplus land. For each disposal of surplus land, the city clerk shall, on a form provided for the purpose, notify the assets custodian to adjust the property record to indicate the date and method of disposal, and the assets custodian shall also indicate such disposal on the schedule of fixed assets. The city clerk shall indicate the date and method of disposal on the original deed and transfer the deed to a file containing deeds documenting other such disposals of surplus land for permanent retention in the official records of the city.

(f) Recordkeeping—Surplus or obsolete buildings, facilities or other improvements. For each disposal of a surplus or obsolete improvement whether by sale, donation, or demolition, the department head shall, on a form provided for the purpose, notify the assets custodian to adjust the property record to indicate the date and method of disposal, and the assets custodian shall also indicate such disposal on the schedule of fixed assets. Where the improvement is to be demolished with or without replacement, authority for disposal may be requested with approval to award a bid or expend funds for demolition of the improvement or construction of the replacement.

(Ord. No. 95-01, § 1, 2-21-95; Ord. No. 2000-16, § 1, 9-19-00; Ord. No. 2001-04, § 1, 4-17-01; Ord. No. 2001-14, § 1, 11-6-01; Ord. No. 2008-32, § 1, 9-16-08; Ord. No. 2011-31, § 1, 11-15-11; Ord. No. 2011-32, § 1, 12-20-11; Ord. No. 2013-17, § 1, 11-5-13)
§§ 2-477--2-479. Reserved.