F5: Declaration of College Property as Surplus

Responsibility for Maintenance: Management Services; Library

Date of most recent changes: June 23, 2022

I. Policy Statement 

Although property that Onondaga Community College has acquired may become unnecessary or obsolete, the property may still retain value. Accordingly, this policy sets forth procedures by which the College may dispose of unnecessary or obsolete property by selling it or donating it to another governmental agency or non-profit entity.

II. Reason for Policy 

This policy is intended to provide an efficient process for disposing of the College’s surplus personal property.

III. Applicability of the Policy 

Members of Facilities, Financial Services, Deans, and Department and Division Heads should be familiar with this policy.

IV. Related Documents 

V. Contacts  

Subject Office Name Title or Position Telephone Number Email/URL
Disposal of furniture,
equipment and other
durable items		 Management Services Associate Vice President (315) 498-2566 mcmullem@sunyocc.edu
  Library Chair of Library (315) 498-2340 l.m.hoff@sunyocc.edu

 

VI. Procedures 

Surplus Personal Property 

1. Throughout the course of each academic year, a Department Head may provide a list of any equipment or supplies that he or she deems to be surplus or obsolete to the Assistant Vice President of Management Services. The Assistant Vice President of Management Services will forward these lists to the Senior Vice President & Chief Financial Officer.

2. The Senior Vice President & Chief Financial Officer will review the list of surplus property to determine whether any of the items should be retained or given to another department. If it is determined that the property is broken or damaged and is not salable, the college will dispose of it and not offer for public sale.

3. After reviewing the list, the Chief Financial Officer will offer any remaining surplus property for public sale. The property will be sold in arm’s length transactions for the best price obtainable. The method of sale will be the one which is reasonably calculated to bring the best price or maximum financial benefit for the College and will be sold by auction.

4. Anything to the contrary notwithstanding, surplus property may be donated to Onondaga County or to another governmental agency or a non-profit entity with approval of the President.

Surplus Library Property 

The Chairperson of the Library may dispose of library titles which have become outdated or obsolete. Where the titles retain any value, the Chairperson of the Library must dispose of them in arm’s length transactions for the best price obtainable. The method of sale will be the one which is reasonably calculated to bring the best price or maximum benefit for the College and may include sale by auction, private negotiations or competitive bidding. Where, in the reasonable judgment of the Chairperson of the Library, the titles retain no value, the Chairperson of the Library may dispose of the titles by donating them to another governmental entity.

Grant and Gift-Funded Property 

Notwithstanding the foregoing, the disposition of property originally acquired pursuant to the terms of a grant, gift or similar instrument (a “Funding Agreement”), may only be conducted if permitted by, and must be consistent with, any terms of the Funding Agreement to which the College and/or the property remains subject at the time of the proposed disposition.

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by the President June 19, 2015

Updated and approved by the President June 23, 2022