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PROPERTY MANAGEMENT & DISPOSAL

PROPERTY MANAGEMENT & DISPOSAL. Denise Marks Space and Facilities Division [202] 502-1361 denise_marks@ao.uscourts.gov Denise Marks/DCA/AO/USCOURTS. Session Objectives:. To help you understand: Roles of custodial & disposal officer, Information found in the inventory,

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PROPERTY MANAGEMENT & DISPOSAL

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  1. PROPERTY MANAGEMENT & DISPOSAL Denise Marks Space and Facilities Division [202] 502-1361 denise_marks@ao.uscourts.gov Denise Marks/DCA/AO/USCOURTS

  2. Session Objectives: • To help you understand: • Roles of custodial & disposal officer, • Information found in the inventory, • Rules governing custody of property, • Procedures for handling missing property, and, • Rules governing disposal of property.

  3. Custodial Officers • Chief Judge appoints for day to day management of property; or Chief Judge may delegate to the court unit executive, the authority to make these delegations; • Copy of the written delegation is filed with the Space & Facilities Division; • A custodial officer and disposal officer should always be separate employees;

  4. Custodial Officer’s cont’d • Assign property to employees; • Once property is assigned, the employee is the caretaker; • Accountable property has an original purchase price of $250* or more

  5. Inventory Reports • Custodial officer must maintain & update inventory records; • The MPPR (Master Personal Property Record) contains the accountable property list; • Records must be maintained on a timely and regular basis.

  6. Inventory Records • Must include the following: • Name • Brief Description • Serial Number • Condition Code • Cost/date of acquisition • Location • Caretakers name & method of disposition

  7. Rules Governing Custody of Property • Government property should be used for official business only; • Property removed from workplace for official business purposes only; • Government property many never be given to employees, religious groups, charitable organizations or to private-sector entities

  8. Rules cont’d through publicly-noticed competitive sale - Any items that may be susceptible to loss should be under control from the time received until custody changes - Custodial Officer must sign & date results of a physical sighting

  9. Procedures for Missing Property • At the workplace: Report to Federal Protective Service (FPS) or Marshals • Away from workplace: Report to local law enforcement agency. Copy of subsequent report should be included in property file.

  10. Missing Property Cont’d Convene a Board of Survey to provide analysis & advice to losses, thefts, and/or inventory record discrepancies. • Board is appointed by a court officer or senior management official; • Consists of at least 3 persons; and • May be a formal or informal Board.

  11. Disposal of Property • Disposal actions/methods: • Redistribution (Judiciary) • Other government agencies (transfer) • Sale (IT equipment) • Donation • Recycling/Abandonment

  12. Disposal Officers • Chief Judge appoints officer to oversee the disposal of property items no longer required to conduct official business; • Copy of written delegation is filed with the Space and Facilities Division; • Disposal and custodial officer should always be separate employees.

  13. Disposal Records • The statement of disposal includes: • Report of excess determination from the custodial officer • Records of the results of attempts to offer within the judiciary and other fed. Agencies • Justification for not attempting to screen • Copy of receipt for transfer

  14. Disposal Records cont’d - Copy of all records for public competitive sales - Copy of surplus determination by disposal officer - Copy of witness statement for destruction/abandonment/recycling, and - Copy of report of disposal actions

  15. Rules Governing Disposal of Property • Disposal action must be approved in advance • Government property may not be donated directly to religious groups, charitable organizations, private-sector entities or to Judiciary employees UNLESS they are the highest bidder at a publicly-noticed, competitive sale

  16. Rules, cont’d • Courts should attempt to sell excess IT equipment, as such proceeds are retained by the Judiciary and are returned to the court unit (Court units should contact RochTurco or his staff for further information)

  17. Where to Get Disposal Help • GSA – JUDSYS – INFOWEB • GSAXCess – web based program for listing items to other government agencies • UNICOR

  18. Property Management & Disposal Denise Marks Space and Facilities Division [202] 502-1361 denise_marks@ao.uscourts.gov Denise Marks/DCA/AO/USCOURTS

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