Policy 3610-9

Periodic Audit

Inventories

Reviewed and affirmed by the Board:  7/25/2023
Last Revision: 
Original publish date: 10/24/2017
Related policies & regulations:  3400
Legal references:  

  

Inventories

 

The Lincoln Public School District shall maintain a continuous inventory of supplies and equipment.  Accounting control of the inventory accounts shall be implemented to control expenditures.

 

Fixed Asset Management System

 

The district shall maintain a fixed asset management system under the direction of the Director of Purchasing.  The system shall track assets by type and location and shall conform to generally accepted accounting principles, and applicable state and federal requirements.

 

Warehouse Inventory

 

The district shall maintain a warehouse of stock merchandise to effect the smooth and efficient supply operation of the School District.

 

Instructional, operational and food supplies shall be maintained at a management level to be determined by the Division of Business Affairs and Purchasing Director.

 

Equipment

 

A building may have property surplus to their building, such as desks, chairs and electronic items, removed by completing a Materials Transfer Request form.  Distribution Center personnel will pick up the surplus items.  Items that are salvageable will be retained at the Distribution Center for reuse, at no charge, by other buildings in the District.  Items that are non-salvageable for reuse in the District will be sold at auction or advertised for sale in accordance with Policy 3400.  The District, through the Purchasing Department, will contract with an online auction company approved by the Board to conduct auctions as needed.  Items that have little or no value will be discarded or recycled, as appropriate.

 

Non-salvageable items may be made available for sale to nonprofit agencies at fair market value as determined by the Director of Purchasing or his/her designee.

 

The Director of Purchasing and/or his/her designee will be responsible for determining if surplus items are salvageable.  Non-salvageable items are those that are:

1. Broken or malfunctioning to a degree that makes cost of repair prohibitive.
2. Obsolete to the degree that they no longer meet instructional needs and/or functional requirements.
3. Unsatisfactory from a safety, design, or materials perspective.

Books

1. Books should be discarded only when badly worn, or in the case of usable books, only when it has been established by the Purchasing Department or a subject matter consultant that they are not needed elsewhere in the District.
2. Books which have been replaced by new materials but which are still in useful condition shall be (in order of priority):
   • Retained as supplementary materials, if needed;
   • Used for salvage (pictures, maps, etc.).
   • Given to individual students who can use them appropriately.  A decision to give books away must be approved by the building principal.  Identification as property of the Lincoln Public Schools should be obliterated and the books marked “discarded”;
   • When none of the above apply and a building has surplus books, the building administrator will contact the Purchasing Department for disposal of books through sale to outside agencies or auction.
   • Any books not sold to the general public will be available at no charge to the Retired Teachers’ Association and similar groups approved by the Associate Superintendent for Business Affairs.
   • Books not disposed of in one of the ways explained above will be discarded or recycled, as appropriate.

The Division of Business Affairs is authorized to sell printed curriculum materials, courses of study and other booklets produced by the District.

 

Materials produced by the District will not normally be reproduced in quantities that anticipate high volume sale to other districts or agencies.  Materials in stock may be sold at prices established to recover district printing, handling and postage costs.  The Associate Superintendent for Teaching and Learning will maintain a price list of all available print material produced by the Division of Instruction.

 

Materials may, at the discretion of the Superintendent, be copyrighted for resale on a one-copy basis with rights to reproduce but at a price intended to recover District expenditures including preparation as well as printing costs.