PREMISES & FURNITURE AND EQUIPMENT - CAP INVENTORIES AND
DISPOSAL
SOCIAL SERVICES DEPARTMENT PROCEDURE NUMBER 20/97
DATED:
1 MAY 1997
EFFECTIVE DATE: 1 MAY 1997
TITLE: FURNITURE AND EQUIPMENT, IT & TELECOMMUNICATIONSINVENTORIES AND DISPOSAL
SECTION:
CAPITAL RESOURCES FURNITURE AND EQUIPMENT INVENTORIES
KEYWORDS:
AND DISPOSAL
ISSUED BY:
CAPITAL RESOURCES MANAGER
CONTACT:
ALAN BLOOMFIELD, EXT. 7229, SSDOAB
PROCEDURES
CIRCULAR 23/91 AS AMENDED BY THE
CANCELLED OR
MEMORANDUM: "INVENTORIES", DATED
AMENDED:
18 JULY 1996, IS CANCELLED
DISTRIBUTION:
REMARKS:
Distribution list on following page
None
SIGNED:
DESIGNATION:
ASSISTANT DIRECTOR (RESOURCES)
L085P97
(PM 20/97 - 1 9-July. 1997)
PREMISES &
FURNITURE AND
EQUIPMENT CAP
NVENTORIES AND DISPOSAL
DISTRIBUTION
DEPARTMENTAL MANAGEMENT TEAM
T Butler
J Clifton
S Love
S Pitt
A Brooker
D Ward
Area Directors (2 copies)
Area Finance Managers
Area Resources Managers
Capital Resources Manager
A Bloomfield
Complaints Officer
B Crafer
Head of Quality & Performance Management
M Hollihead
Office Services Manager
P Garrard
Librarian
J Francis
Chief Executive's Department
K Gardner
County Treasurer's Department (Audit)
R Stubbs
SERVICE MANAGERS
Service Managers (Adults and Older People)
Service Mangers (Adults & Older people/Commissioning)
Service Managers (Children and Families)
Service Managers (Children & Families/Quality)
UNIT MANAGERS
Unit Managers (Older People)
Unit Managers (Children and Families)
Unit Managers (Learning Disabilities)
Unit Managers (Mental Health)
Unit Managers (Disabilities)
Unit Managers (Youth Justice Services)
CHILDREN AND FAMILIES
Commissioning Manager (Children & Families)
M Swann
Commissioning Officer (Child Protection)
J Feat
Commissioning Officer (Early Years)
M Barton
Commissioning Officer (Looked after children)
G Horrobin
Commissioning Officer (Children with Disabilities) J Blanchard
Commissioning Officer (Strategic Development)
J Jolliffe
Commissioning Officer (Project Development)
J Packman
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PREMISES &
FURNITURE AND
EQUIPMENT CAP
AdoptionIAdvisersISPOSAL
C Harnott/J Payne
Post Adoption Advisers
S Magee/R Thoday
Family Group Conference Adviser
P Nixon
Commissioning Officer (Area Child Protection
L Humphries
Committee)
Senior Administrative Assistant
S Street
OLDER PEOPLE & MENTAL HEALTH
Commissioning Manager (Older People)
G Jones
Senior Commissioning Officer
J Voller
Commissioning Officers
R Read/S Wall/C
Pascoe/J Lawson
Service Manager (Older People)
K Watts
Commissioning Manager (Mental Health)
A Newland
Commissioning Officer (HIV/AIDS/Substance Misuse) R Lennon
Commissioning Manager (Care Management)
J Stannard
Commissioning Manager (Contract/Planning)
A Edwards
Planning Co-ordinator
C Bennett
Receivership Manager
J Ripley
Europe Adviser
B Foster
Senior Administrative Assistant
D Thomas
LEARNING & PHYSICAL DISABILITIES
Commissioning Manager (Adults with a Physical
C Taylor
Disability)
Commissioning Officer (Deaf & Hard of Hearing)
R Godfrey
Commissioning Officer (Carers Development)
G Woollan
Commissioning Officer (Visual Impairment/Physical J Clarke
Disability)
Commissioning Officer (OT/Physical Disability)
J Payling/C Evans
Project Co-ordinator
C Gaston
Direct Payments Co-ordinator
M Hutchings
Commissioning Manager (Learning Disabilities)
C Bruin
Commissioning Officer
M Fowler-Dixon
Commissioning Manager (Accommodation)
A Hagger
Supported Employment Co-ordinator (Workwise)
H Rogers
Senior Administrative Assistant
V Money
PERFORMANCE MANAGEMENT
Senior Quality & Performance Management Officer
Quality & Performance Management Officers
I Unwin/M
Braithwaite/S Taylor
Quality & Performance Management Officers (Catering P Stevenson/A Pugh
Services)
Guardian ad Litem Panel Manager
R Wilmott
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PREMISES &
FURNITURE AND
EQUIPMENT CAP
RaceNPolicy AdviserPOSAL
E Graham
Research officers
C Barber/M Stevens
Head of Inspection Unit
Senior Inspector (Children & Domiciliary Care)
H Datta
Senior Inspector (Adults)
A Hughes
Senior Inspector (Adults)
M Ashton
Senior Inspector (Adults)
H Tegnah
Senior Administrative Assistant
K Baker
RESOURCES
Information Services Manager
K Howard
Information Support Manager
R Martin
Information Development Co-ordinators
P Spanton/S Bradley
Communications Officers
F Kemble/B Walker
Statisticians
P Fuller/T Crook
Personnel & Training Manager
D Wallace
Area Personnel managers
D Hartman/A Thatcher
Health & Safety Officer
Winton House Training Services Managers
A Schefer/V Courtney
Administration Manager
A Odling
Administration Officer (Resources/Performance
S Holloway
Management)
Administrative Officer (Commissioning)
G Turner
Senior Administrative Assistant
J Hillary
FINANCIAL SERVICES UNIT
Financial Services Manager
G Shinn
Deputy Financial Services Manager
S Le Picq
Assistant Financial Services Manager (Accountancy) T Monk
Assistant Financial Services Manager
A Thorne
(Commissioning/HQ)
PURPOSE
The purpose of this procedure is to ensure that the maintenance of furniture
and equipment inventories, and the disposal of surplus or obsolete items are
in accordance with County Council regulations.
SCOPE
This procedure covers all valuable items of furniture, equipment, vehicles and
plant belonging to the County Council.
POLICY
All E operational units and offices must maintain a suitable inventory. All
redundant furniture and equipment must be disposed of in accordance with
County Council regulations.
REFERENCES TO LEGAL, CENTRAL GOVERNMENT AND OTHER
EXTERNAL DOCUMENTS
None
HAMPSHIRE COUNTY COUNCIL AND SOCIAL SERVICES DEPARTMENT
REFERENCES
Hampshire County Council Financial Regulations: 11. INVENTORIES AND
SECURITY AND SALE OF ASSETS
DEFINITIONS
DELEGATION
Policy and Resources Committee
AUTHORITY TO VARY THE PROCEDURE
Hampshire County Council
This procedure is arranged in the following sections:1
INVENTORIES
2
DISPOSAL OF FURNITURE AND EQUIPMENT
3 INVENTORIES OF INFORMATION TECHNOLOGY AND
TELECOMMUNICATIONS EQUIPMENT
4 DISPOSAL OF INFORMATION TECHNOLOGY AND
TELECOMMUNICATIONS EQUIPMENT
1
INVENTORIES
1.1 Inventories shall be kept in each residential and day care unit and
office of all items of portable furniture, equipment, vehicles and plant which
have a value above £200 and/or may be prone to theft or loss by other
means, e.g. cameras, radios.
1.2 Only official County Council Inventory sheets may be used for the
maintenance of inventories. These can be obtained from Hampshire County
Supplies (Catalogue No. 880694).
1.3 IT based spreadsheet inventories must not be used as they do not
meet "audit trail" requirements.
1.4 Full details of each item must be noted in the inventory, i.e. make,
type, serial number (if applicable), and date of receipt into the workplace.
1.5 Any gifts meeting the criteria must also be recorded, including the
name of the donor.
1.6 A full annual stock-check of inventory items must be carried out and
the results noted on the inventory sheets. The check must be carried out by
an officer who is not responsible for the day-to-day maintenance of the
inventory.
1.7 Any unexplained losses should be reported to the Area Resource
Manager who will consider what action to take having regard to Procedure
20/96 "Irregularities and Break-ins".
2
DISPOSAL OF FURNITURE AND EQUIPMENT
2.1 This section is applicable to all items of furniture and equipment
irrespective of whether or not they are included on the inventory.
2.2 The unit manager in residential and day care units, and the Area
Resource Manager for offices, should identify items for disposal on the basis
that they are beyond economic repair, are obsolete or otherwise surplus to
requirements.
2.3 Items which are beyond economic repair and have an anticipated
retail value of less than £200 should be disposed of by the Unit/Area
Resource Manager in a fair and effective manner. This might include sale to
staff after advertisement within the establishment, sale to a second-hand
dealer, part-exchange for a replacement item, etc.).
2.4 VAT must be charged on all sales made in this manner. Where the
time and effort required to sell an item is excessive in relation to its value, the
item may be scrapped.
2.5 Surplus items and those beyond economic repair but with an
estimated value of over £200, should be referred in the first instance to the
local Buildings Services Officer, giving details of the year of manufacture,
model number, etc. They will then decide whether to relocate the items to
other units or refer them for disposal by competitive tender or public auction
via the County Supplies Officer.
2.6 Where the item concerned is included on the inventory, the date and
reason for disposal should be entered, together with the signature of the
authorising officer, e.g. Unit/Service/Area Resources Manager.
2.7 Reports from maintenance contractors designating equipment as
beyond economic repair should be appended to the inventory and crossreferenced to the entry.
2.8 The relocation or disposal of furniture and equipment arising from the
closure of establishments is covered by Procedure 7/95 "Premises
Management: Closure & Establishments".
3 INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS
EQUIPMENT
3.1 This section is applicable to items of information technology and
telecommunications equipment. As well as including PC's, and printers, this
will also include items such as scanners, Fax machines, answering machines,
mobile telephones, pagers etc.
3.2 All IT and Telecommunications equipment will be recorded on a
central inventory maintained by the IS Section in Trafalgar House.
3.3 Full details of each item will be noted on the inventory upon
installation, i.e. make, type, serial number, vendor, and order number. Any
subsequent move or transfer of this equipment should be notified to the IS
Section via the Area Information Services Officer. (using ..move form on
PROFs)
3.4 A quarterly report will be supplied to Area Information Services
Officers to notify them of additions to the inventory which need checking. A
full annual report will be produced for comparison with the yearly physical
audit conducted by AISO's.
3.5 Any unexplained discrepancies or losses will be reported to the IS
Section for review with the local Area Resource Manager and action
considered with regard to Procedure 20/96 "Irregularities and Break-ins".
4.1 The unit manager in residential and day care units and the Area
Resource Manager for offices, should identify any items for disposal on the
basis that they are beyond economic repair, obsolete or otherwise surplus to
requirements.
4.2 Such items, where viable, should be considered for re-allocation
within the sphere of the Area office and its associated units and, if
subsequently re-allocated, this fact notified to the IS Section via the Area
Information Services Officer. (using ..move form on PROFs).
4.3 Items which are not re-allocated must be returned to the IS Section
for potential re-allocation or disposal within the County, via the Area
Information Services Officer. Disposal of equipment will need to be
authorised in accordance with procedures and a record maintained.
4.4 The IS Section will dispose of any equipment which it is unable to reallocate or deems inappropriate or impossible to re-utilise economically, in
accordance with the financial regulations set out in sections 2.3 & 2.8 above.
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