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Home My WebLink About24-2479 Donation of Surplus Supplies CITY OF MERIDIAN RESOLUTION NO. 24-2479 BY THE CITY COUNCIL: CAVENER,LITTLE ROBERTS, OVERTON STRADER, TAYLOR,WHITLOCK A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDIAN,IDAHO, SETTING FORTH CERTAIN FINDINGS AND PURPOSES TO DECLARE SURPLUS PROPERTY AND AUTHORIZING THE DONATION OF CERTAIN OFFICE SUPPLIES AND OFFICE FURNITURE TO THE WEST ADA SCHOOL DISTRICT. WHEREAS, it is in the best interest of the City of Meridian to declare certain office supplies and office furniture as attached in Exhibit"A" as surplus, as these particular items are no longer needed or used by the City of Meridian; WHEREAS,the City of Meridian's purchasing policy allows surplus City property to be donated to other agencies exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code when the value of the property in question is of nominal value, that is, valued at less than the cost of disposing of the property; WHEREAS,the City of Meridian desires to donate the office supplies and office furniture listed in Exhibit"A"to the West Ada School District, which are exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF MERIDIAN, IDAHO,AS FOLLOWS: Section 1. That the City Council hereby authorize and declare that certain office supplies and office furniture as attached hereto as Exhibit"A" are surplus property. Section 2. That the City Council hereby authorizes the donation of the office supplies and office furniture listed in Exhibit"A"to the West Ada School District. ADOPTED by the City Council of the City of Meridian, Idaho, this 1 st day of October, 2024. APPROVED by the Mayor of the City of Meridian, Idaho, this 1 st day of October, 2024. APPROVED: ATTEST: Mayor Robert E. Simison Chris Johnson, City Clerk EXHIBIT A I C� E IDIAN� A MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: HR Department Meeting Date: TBD Presenter: TBD Estimated Time: N/A Topic: Request for Approval to Donate Surplus Office Supplies to Local Schools Recommended Council Action: It is requested that the City Council approve the donation of the following surplus office supplies from the Human Resources Department to the West Ada School District: • 191 assorted binders • 84 portfolios/folders • 37 giant post-it notes • 6 file cabinets of varying size By authorizing this donation, the City Council would be facilitating the repurposing of valuable resources for educational purposes, contributing positively to the community. Background: The Human Resources Department of the City of Meridian has accumulated a surplus of office supplies. These items are no longer needed by the HR department and have been offered to other departments within the city. However, all other departments have declined the offer, indicating that they do not require these supplies. Recognizing the potential value these items could have in an educational setting, we propose donating them to West Ada School District. The West Ada School District has already agreed to take the items and utilize them in their schools. Schools often have limited budgets for supplies, and these items could be put to good use by teachers and students alike. This action not only benefits the schools but also supports the city's commitment to community engagement and sustainability by ensuring that usable items do not go to waste. DEPARTMENT C 4/(E IDIAN=-- Human Resources DEPARTMENT CONTACT CITY OF MERIDIAN Hannah Habig PROPERTY INFORMATION FORM CITY TAG# DESCRIPTION LOCATION 01184,00254,01047,08722, Cabinets(only items that have asset tags out of this list), HR Department 00914, and 00958 binders,portfolios/folders,and giant Post-It notes. MODEL MANUFACTURER SERIAL/VI # N/A N/A N/A ACQUISITION DATE ORIGINAL COST VENDOR LIFESPAN 10+years for the majority of the items. N/A N/A N/A PROPERTY DISPOSAL AUTHORIZATION DISPOSAL METHODS Give a brief description of how you plan on disposing the asset Auction/Sell Recognizing the potential value these items could have in an educational Donation Transfer setting,we propose donating them to West Ada School District.The West Ada — / School District has already agreed to take the items and utilize them in their —Trade In ( schools. i Schools often have limited budgets for supplies,and these items could be put to good use by teachers and students alike.This action not only benefits the Ischools but also supports the city's commitment to community engagement and sustainability by ensuring that usable items do not go to waste. j I i Discard/Recycle "Please remove all identifying logos prior to disposal REASON FOR DISPOSAL OF PROPERTY The HR Department and other departments within the city have no use of these assets. CONDITION OF PROPERTY TO BE DISPOSED A mix of used and gently used items. I I Department Designee Approval Date Finance Reviewed Date J:\A Hannah Habig\Property-information-and-disposal-request-form.xlsx 1 of 4 Instructions for submitting Property Disposal Request, A. Department will obtain a signature for approval of Department Designee. B. Send to Finance Department(Accountant)for review and signature. f IC. Finance(Accountant)will return a copy of the approved form to the Department so they can proceed with disposal. *The Department will remove all identifying logos prior to disposal if applicable. I *Any fixed assets that is to be disposed or sold without public notice,public sale,or at {{ I auction must be authorized by City Council resolution prior to disposal or sale. I a. Finance(Accountant)will send copy of signed disposal request to Legal(Legal Services Support Manager)and Department for Resolution draft. Department will coordinate with Legal(Legal Services Support Manager);add Disposal Form and Resolution draft to next available Council Agenda using Agenda Manager Software. E. The Department will contact the auction company or donating agency to arrange pick up. F. Once the property is disposed of, Finance will note on the form the Final Disposition of Property and will delete item from the Fixed Asset Listing. Departments will note the disposition on their Inventory Listing. I G. Finance and/or Department will notify Legal to remove item from insurance policy I See Fixed Asset Policy for more information See Disposal Flowchart for more information J:\A Hannah Habig\Property-information-and-disposal-request-form.xlsx 3 of 4 Binders Giant Post-it Notes Blue Black Y'-flow" 27 2 'We have 37 Giant,Non-Sticky Post-It Notes 1.5 " 24 2 " 7 34 i 3" 60 1 3 30 5" 1 2 Total 119 37 S ; 30 Total Binders Available= 191 Portfolios/Folders Cabinets Asset Tags We also have 84 assorted Portfolio&Folders 2-Large File Cabinets with pullout drawers L-01184 R-00254 I-Medium/Small damaged file cabinet with pullout drawers 01047 2-Large Lateral slide out cabinet with drawers 08722 00958 I-Open Cabinet 00914