1. CLEANING HOUSE

3. Surplus…what next? Technology Bus Textbooks Band Uniforms

4. Know your Policy MSBA DN-2-AP(1) Administrative Procedure: Surplus District Property - Equipment, Books and Materials (Personal Property)  Must report all surplus items (obsolete or otherwise unneeded items) to building administration.  Building administration must submit surplus list to superintendent or designee.  Can the items be used elsewhere within the district? If so, transfer the items to appropriate location.  List of surplus that cannot be used elsewhere within the district must be submitted to board for approval.  Sell everything that has been approved by board.  If it will NOT sell - dispose of items in an environmentally friendly manner.

5. Know your Policy MSBA Policies: Surplus District Property - Equipment, Books and Materials (Personal & Real Property) DN-AP.1C – Seven-Director Districts Not located Totally or Partially within St. Louis County relates to section 177.091.1 R.S. Mo DN-AP.2B – Urban and Metropolitan Districts and Districts located Totally or Partially within St. Louis County relates to section 177.073.1 R.S. Mo

6. Communication  Purchasing folks need to know what is available in surplus BEFORE they purchase. HOW DO WE MAKE THIS WORK?  Assign a District Surplus Contact. District Surplus Contact Responsibilities  Review the surplus items from each building.  Create the list of building surplus and send to entire district.  Determine if the surplus items that are not needed within the district are truly surplus.  Create the list of district surplus for board approval.  Post all items for sale.  Properly dispose of all items that do not sell.

7. Communication  Assign a Building Surplus Contact at each building. Building Surplus Contact Responsibilities  Create a list with pictures of all surplus in the building.  Send this list to the District surplus contact.  Work with other building surplus contacts to get the surplus from your building to the other buildings.  If too new to sell and no other building needs the items, store in your building for future use.  Compile all the surplus that will be sold in one central location in the building for the vendor to pick up.  Contact person for the vendor once they arrive to retrieve the surplus items.

8. GovDeals GovDeals is the most common way used to sell surplus items.  Sell items on an online auction that functions similar to eBay.  District pays a commission on all successful sales.  Buyer is responsible for pickup and shipment of items.

9. GovDeals GovDeals posting tips  Pack broken items with other sellable items.  If you have more than 1 of the same big or expensive item, do NOT pack then all together for a sale.  Charge the vendor for any packing they may ask you to do. MONEY  Make sure you have the money BEFORE they take the surplus items.  Types of payments that are safest:  U.S. Currency  Certified Cashiers Check  Money Order  Company Check (with Bank Letter guaranteeing funds – mandatory)

10. Technology BE CAREFUL  Wipe data off of hard drives – erasing is NOT enough.  Technology department.  Make sure to get a certificate from vendor proving that the hard drives have been wiped.  Check in your area for agencies that will dispose of your technology surplus without any cost to you.

11. Bus  Check with your bus company to see if they will allow a trade-in.  Even busses can be posted on GovDeals.

12. Textbooks CURRIUCLUM ADOPTION PROCESS  RFQ process  Send out a RFQ to the used textbook buyers.  Put all books in one central location (either per district or per building).  Boxing the books is the responsibility of the vendor who wins the bid.  Buyers get 4 days to view books.  Notify the awarded bidder the day the bid is due and they can then start the removal process.  After the bid is awarded, the awarded vendor has 1 week to remove all surplus books from the district.  Awarded vendor must remove all books from district. Not allowed to put anything in the districts dumpsters or recycle bins.

13. Band Uniforms Fund Raising Opportunity  Working with the band uniform vendor, old uniforms can be turned into pillows that can be sold to help raise money.  Students can purchase an old uniform.

14. THANK YOU! Vicky Frayne Purchased Services Francis Howell School District Vicky.frayne@fhsdschools.org Marsha Caldwell Director of Purchasing Fort Zumwalt School District mcaldwell@fz.k12.mo.us Mary Ann Brann Purchasing Agent Pattonville School District mbrann@psdr3.org

15. Questions – Contact Information Kirk Sampson Director of Business Services Blue Springs R-IV School District ksampson@bssd.net Dawne Trokey Accounts Payable/P-Card Coordinator Meramec Valley R-III School District dtrokey@mvr3.k12.mo.us