Chapter 4.36


4.36.010    Generally.

4.36.020    Policy.

4.36.030    Procedures.

4.36.010 Generally.

The following policy and procedure provides guidelines for identifying and tracking small and attractive assets designed to ensure controls over items that are particularly at risk or vulnerable to loss. The intent of this policy is to obtain accountability over items that do not meet the criteria of a fixed asset and would not be noticed immediately upon disappearance or replacement. [Res. 2019-11-3 § 1 (Exh. 1).]

4.36.020 Policy.

It is the responsibility of the district department managers to maintain accountability over tangible items that may have the likelihood of disappearing without being noticed. The district department managers (or his/her designee) shall review and update records to be verified by a physical inventory at least twice each year and ensure that updates to this list are provided at least twice annually to the financial accounting manager for monitoring and reporting purposes.

(1) General. A small and attractive asset is an item with a cost of over $500.00 but under the $5,000 criteria for fixed assets, and that has a life expectancy of more than one year. Items in this category are not likely to be missed upon disappearance and could be replaced without suspicion through a purchasing card or routine purchase request. Generally, these items are easily portable and so are highly susceptible to loss or theft.

Examples include, but are not limited to: cell phones, cameras, laptops, computers, printers, mobile devices (e.g., iPad/tablets), televisions, and field staff (M&O) power equipment, etc. Regardless of price, all cell phones and mobile devices must be included in the small and attractive asset list. M&O works power equipment may include, but not be limited to, generators, pumps, chain saws, mowers, blowers, trimmers.

This category does not include permanent fixtures such as desks, tables and shelving and specifically excludes small tools and minor equipment in the M&O shop such as shovels, hand tools, supplies, etc.

(2) Responsibility of Department Heads. The financial accounting manager shall prepare a small and attractive asset list (“list”) at least twice a year for distribution to each department. The appropriate department manager or his/her designee shall review, update, delete, and add new items to the list within 30 days of distribution. If an item is deleted, the department manager will note the reason and/or means of disposal. Each department manager is responsible for ensuring that the items on the list are physically located in the department and being used for district business purposes.

(3) Asset Identification. The list shall state the serial, model, or other identifying information for each item on the list. Whenever feasible, each piece of property on the list will be engraved or marked with the district’s initials (CVWD) and numbered if multiple of the same item are owned by the district. Such markings will be removed or obliterated only when the item is sold, scrapped, surplused, or otherwise disposed of. [Res. 2019-11-3 § 1 (Exh. 1 § I).]

4.36.030 Procedures.

(1) Additions. The district may acquire property via purchase, construction, donation, or lease. Regardless of how it is acquired, the department receiving the item shall notify the financial accounting manager so that the item may be added to the small and attractive asset list.

(2) Deletions. Deletion is required if an item is no longer operational, traded in for an upgraded item, inadvertently destroyed or lost or stolen. The department manager shall notify the financial accounting manager to remove the item from the small and attractive asset list.

(3) Lost, Stolen, Missing Items. Staff shall notify the department manager immediately of any discovered lost, stolen or missing items. The department manager shall report lost, stolen or missing items to the financial accounting manager, who will provide a copy to the district manager. The general manager and/or his designee shall immediately notify the State Auditor’s Office per RCW 43.09.185. If an item is not located after 90 days of being determined to be missing, the item will be deemed lost or stolen and removed from the list. The general manager and/or his designee shall immediately notify the State Auditor’s Office per RCW 43.09.185. A summary report of all lost or stolen items will be provided to the district manager, and distributed to all department managers at least twice a year. [Res. 2019-11-3 § 1 (Exh. 1 § II.]