1. Managing Surplus Property for Reuse: Options & Getting Started Mark Lennon & Gary Lowe IRN – The Recycling Network ACUHO-I Sustainability Webinar March 25, 2013

2. Surplus is an issue for every school ReplacementRenovationDemolition Stored inventory Day-to-day attrition

3. 1.Internal reuse 2.Resale 3.Local donation 4.National & international relief and developmen t

4.  Internal ebay Items posted to school-wide network Items posted to school-wide network Typically no cost to recipient Typically no cost to recipient  Filene’s Basement Warehouse Warehouse with or without electronic posting of new acquisitions Warehouse with or without electronic posting of new acquisitions If stuff doesn’t get picked up, it goes away If stuff doesn’t get picked up, it goes away DANGER !! The Dead-End or Conveyor Belt Warehouse

5.  Advantages Significant savings in new purchase $$ Significant savings in new purchase $$ The common sense enviro/sustainability solution The common sense enviro/sustainability solution  Disadvantages Requires active, competent management Requires active, competent management Requires active, competent staff Requires active, competent staff Not a complete solution - What to do with the stuff that doesn’t get picked up? Not a complete solution - What to do with the stuff that doesn’t get picked up? Not applicable to major turnover (e.g., renovation, dorm furniture) Not applicable to major turnover (e.g., renovation, dorm furniture)

6. Example: Arizona State https://webapp3.asu.edu/spms/public.aspx  Active warehouse for internal redeployment  Warehouse open to public  Ebay-like public auctions  Not simple: User IDs, login (internal & public), sophisticated auction, $$ transactions

7. Warehouse, Auction, or Electronic Sale Warehouse Open to public. Regular hours. Open to public. Regular hours.  Advantages Keeps stuff local. Makes some $$ Keeps stuff local. Makes some $$  Disadvantages Space. Time. Marketing. Inventory management. Enterprise management. Handling money. Space. Time. Marketing. Inventory management. Enterprise management. Handling money. Not a complete solution. Not a complete solution. Example: UNC Chapel Hill (many state schools )

8. Auction / Electronic Sale Often combined with warehouse  Physical Sort & establish lots. Establish schedule. Arrange inspection. Manage auction. Sort & establish lots. Establish schedule. Arrange inspection. Manage auction.  Electronic By lot or single item By lot or single item Create or purchase software. Establish lots. Post and manage auctions. Manage pickup or shipment (yuck). Create or purchase software. Establish lots. Post and manage auctions. Manage pickup or shipment (yuck).

9. Auction / Electronic Sale  Advantages Revenue Revenue Off-the-shelf software or apps (e.g., Craigslist) Off-the-shelf software or apps (e.g., Craigslist) Mix good with bad to get rid of a lot Mix good with bad to get rid of a lot  Disadvantages Complex: Lots of management & staff time, esp. in getting started Complex: Lots of management & staff time, esp. in getting started Not a complete solution: What to do with stuff that doesn’t sell, and/or large quantities Not a complete solution: What to do with stuff that doesn’t sell, and/or large quantities Example: Northern Kentucky

10. Every city has hundreds of potential outlets for surplus  Churches  Schools  Homeless shelters  Social service organizations (halfway houses, group homes, etc.)  Low-income residents and service providers

11. How to Manage Direct contact: Phone calls, wish lists Direct contact: Phone calls, wish lists Email and/or Website Email and/or Website Periodic ‘open house’ Periodic ‘open house’  Advantages Supports local communities & needs Supports local communities & needs Great public relations Great public relations  Disadvantages High maintenance High maintenance Works if one or a few do it, not if all do it Works if one or a few do it, not if all do it Right time, right stuff issues Right time, right stuff issues Not a complete solution Not a complete solution

12. Example: Harvard University www.uos.harvard.edu/fmo/recycling/newsletter/08/september.shtml  Fenced area set aside for surplus, away from main campus.  Weekly ‘open house’ – Nonprofits, schools, etc. can come in and take surplus at no cost.  First-come, first-served. Recipients provide labor and transportation.  Works for Harvard. What about BC, BU, NEU, MIT, Tufts, Leslie, WIT, ….

13. U.S. & worldwide demand for usable surplus is essentially infinite. Dozens of nonprofits can use surplus for disaster relief & economic development.  Reconstruction after natural disaster  Schools, orphanages  Hospitals, clinics  Villages, slums

14. Advantages  Few restrictions on material composition and quality Dorm/Residential, Classroom, Office/Administrative, Scientific/Medical, Library, Athletic Dorm/Residential, Classroom, Office/Administrative, Scientific/Medical, Library, Athletic  A complete solution  Environmental and humanitarian benefits  Great community/public relations  Cost is generally less than disposal

15. Disadvantages  Making the match; Right time, right stuff issues  Better for large than small quantities (full containers or trailers)  Logistics & scheduling; Neither schools nor nonprofits are set up to do this

16. Example: IRN www.irnsurplus.com  Partnership with ~50 U.S. & international nonprofits to match supply with need  Comprehensive project management: Planning, labor, logistics, paperwork, reporting  Quantities: Partial truckloads through multiple containers  Fixed assets and building materials move with surplus

17. Case Study: Columbia University IRN complements Columbia’s local outletsIRN complements Columbia’s local outlets May 2012: Two days, six buildings, five shipping containersMay 2012: Two days, six buildings, five shipping containers Labor: Columbia Facilities crewLabor: Columbia Facilities crew Destination: Community development in El SalvadorDestination: Community development in El Salvador

18. Case Study: Skidmore College Too large & complex for local outletsToo large & complex for local outlets Three-phase project, May-June 2012Three-phase project, May-June 2012 (1) Central campus dorm; (2) Garden apts; (3) Stored furnishings Eleven shipping containers (4+4+3), 2,100 piecesEleven shipping containers (4+4+3), 2,100 pieces Labor: Mover contracted by IRNLabor: Mover contracted by IRN Destination: Jamaica, Nicaragua, U.S. (Appalachians)Destination: Jamaica, Nicaragua, U.S. (Appalachians)

19. Case Study: Howard University Five-day window between move-out and move-inFive-day window between move-out and move-in Refreshing ~200 rooms in 8 dormitories (325 sets), plus 700 mattressesRefreshing ~200 rooms in 8 dormitories (325 sets), plus 700 mattresses Labor: Mover contracted by IRNLabor: Mover contracted by IRN Destination: Guatemala, El Salvador, NicaraguaDestination: Guatemala, El Salvador, Nicaragua

20. 1-866-229-1962 www.irnsurplus.com Gary Lowe Surplus Property 603-496-2850glowe@ir-network.com Middlebury College