Town of Milton, NY
Saratoga County
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[HISTORY: Adopted by the Town Board of the Town of Milton 12-29-1993. Amendments noted where applicable.]
Personnel policies — See Ch. 38.
It shall be the policy of the Town of Milton to effectively manage all Town materials, equipment and other physical resources held by the Town of Milton and to assure adequate accountability for all Town property.
All departments, boards, commissions and officers who are authorized to purchase goods or are entrusted with the custody and maintenance of any Town property will adhere to the following procedures.
As used in this chapter, the following terms shall have the meanings indicated:
Includes items not covered by this policy, including but not limited to office supplies, janitorial supplies, fuels, lubricants, sand and gravel, expendable spare parts such as gaskets, filters, nuts, bolts, etc., building materials, paints, etc.
For the purposes of property accountability, the Code Enforcement Official, Dog Control Officer, Supervisor, Highway Superintendent, Town Clerk and elected or appointed heads of boards, agencies or commissions shall be classed as "department heads."
"Fixed assets" will generally include all property identified above, but the value shall be greater than $250.
Any item of equipment which from time to time may be removed from the parent place of equipment and has a value greater than $250.
Any article which meets the following criteria:
It has a value greater than $25;
It has a useful life of one year or more;
It is not considered a consumable product; and
It is not permanently incorporated into a building or other structure.
"Property" includes, but is not limited to, office equipment, furniture, maintenance equipment and major accessories, reference books, testing equipment, election machines, radios, special clothing, recreational equipment, etc.
It shall be the responsibility of each department head and appointed or elected officials to maintain an inventory record of all Town property entrusted to his/her care. The property record shall be maintained on the forms prescribed and furnished by the Town Board.
At the time of acquisition of any property (whether through purchase order or donation) the department head shall enter all pertinent information on a property record card available from the Property Control Clerk.
Upon notification of receipt of goods and authorization of payment, the Supervisor shall notify the department head in those cases where the property is to be treated as a fixed asset. The Property Control Clerk shall enter the applicable information in the fixed asset inventory record, assign an inventory number and forward a Town inventory decal to the department head. The department head shall then affix the decal prominently on the property and enter the decal number in his equipment file.
For each acquisition, the Property Control Clerk will maintain the property record card and file with the Town property records.
On August 15 of each year the Property Control Clerk will have departments undertake a complete inventory of all Town property which will include:
A complete physical inventory of all equipment in possession, using the physical inventory worksheet to record each item.
A recommendation for equipment to be purchased in the next year, including a cost estimate and any other information required by the Board, using the property acquisition form.
A recommendation of surplus or obsolete equipment to be liquidated, using the property disposition form.
Upon receipt of the inventory records, the Town Property Control Clerk shall review them for accuracy, update Town records and return the input forms to the appropriate department. The Town Property Control Clerk shall then initiate a complete review of the Town's assets and make a summary report to the Town Board by September 30.
The official Town property records will be maintained by the Property Control Clerk.