CC 2020-08-25_08e Resolution Declaring Surplus Property
MEMORANDUM
TO: CITY COUNCIL
FROM: KELLY WETMORE, DIRECTOR OF LEGISLATIVE AND INFORMATION
SERVICES
BY: WALT CUZICK, INFORMATION TECHNOLOGY MANAGER
SUBJECT: CONSIDERATION OF RESOLUTION DECLARING SURPLUS
PROPERTY
DATE: AUGUST 25, 2020
SUMMARY OF ACTION:
Disposal or sale of electronic equipment that has reached its end of life and is no longer
used by the City.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The electronic items proposed for disposal through an e-waste recycling firm have
reached their end of life and/or have limited or no re-sale value. There will be a minimal
impact to personnel resources to arrange for the disposal of the surplus property and a
savings in staff time associated with in-house hard drive destruction. There will be a
charge of $815.00 for certified hard drive destruction and equipment disposal. Funding
is available in the Legislative and Information Services Department budget to cover this
expense.
RECOMMENDATION:
It is recommended the City Council adopt a Resolution declaring certain property as
surplus and authorizing its disposal through an e-waste recycling program.
BACKGROUND:
Pursuant to City Policy C-006, the City periodically replaces standard equipment based
on certain criteria. Staff has conducted an inventory of the City’s electronic equipment
that is at the end of its life cycle, or is no longer used and currently being stored, and
has established a surplus equipment list. Since 2018, the City has been utilizing an
electronics waste recycling firm to perform certified data destruction and equipment
disposal which will ensure City information is protected and secure and equipment is
Item 8.e. - Page 1
CITY COUNCIL
CONSIDERATION OF RESOLUTION DECLARING SURPLUS PROPERTY
AUGUST 25, 2020
PAGE 2
disposed of responsibly. Having the ability to surplus end of life equipment will free up
valuable space, and help to sustain an efficient operating environment.
ANALYSIS OF ISSUES:
Based on established equipment replacement schedules, outdated and unusable
equipment is replaced to ensure an efficient and reliable operating environment.
Equipment removal results in a surplus inventory which consumes valuable storage
space. By utilizing a recycling method designed specifically for electronic equipment,
the City will have the ability to dispose of surplus inventory and ensure proper data
destruction practices are in place. The inventory of electronic equipment that is no
longer utilized includes older workstations, monitors, printers, scanners, and fax
machines. It is requested that the City Council declare the list of electronic equipment
as surplus property and authorize its disposal through an e-waste recycling program.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Adopt the Resolution declaring certain property as surplus and authorizing its
disposal;
2. Do not adopt the Resolution; or
3. Provide direction to staff.
ADVANTAGES:
The City will gain storage space, ensure data security with certified hard drive
destruction, and responsibly dispose of e-waste.
DISADVANTAGES:
No disadvantages are identified.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in accordance with Government Code Section 54954.2.
Item 8.e. - Page 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE DECLARING CERTAIN
PROPERTY AS SURPLUS AND AUTHORIZING ITS
DISPOSAL
WHEREAS, the City has certain electronic equipment (“surplus items”)
which has exceeded its useful life or is obsolete and no longer serves the
needs of the City; and
WHEREAS, City storage space is at a premium and there is a need to
dispose of surplus items in order to make available more storage space;
and
WHEREAS, once the items are formally declared surplus property they can
be made available for disposal.
NOW THEREFORE IT BE RESOLVED by the City Council of the City of
Arroyo Grande that the items listed on Exhibit A, attached hereto and
incorporated herein by reference, are no longer needed for municipal
purposes, are declared as surplus, and their disposal is hereby authorized.
On motion of Council Member ______________, seconded by Council
Member _____________, and by the following roll call vote to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 25th day of August,
2020.
Item 8.e. - Page 3
RESOLUTION NO.
PAGE 2
_____________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
______________________________________
KELLY WETMORE, CITY CLERK
APROVED AS TO CONTENT:
_______________________________________
BILL ROBESON, ACTING CITY MANAGER
APPROVED AS TO FORM:
_______________________________________
TIM CARMEL, CITY ATTORNEY
Item 8.e. - Page 4
Decomissioned Machines List
Make Model Serial Number Notes
Dell Optiplex 390 8DHYXV1 Desktop Computer
Dell Optiplex 390 8DG2YV1 Desktop Computer
Dell Optiplex 390 8DHXXV1 Desktop Computer
Dell Optiplex 390 FXHRXR1 Desktop Computer
Dell Optiplex 3020 F5P0P22 Desktop Computer
Dell Optiplex 3010 4NXY9Y1 Desktop Computer
Dell Optiplex 3010 4NY0BY1 Desktop Computer
Dell Optiplex 3010 4M30BY1 Desktop Computer
Dell Optiplex 3020 41JRL02 Desktop Computer
Dell Optiplex 3020 F5TVN22 Desktop Computer
Dell Optiplex 3020 43FNL02 Desktop Computer
Dell Optiplex 3020 F653P22 Desktop Computer
Dell Optiplex 3020 439QL02 Desktop Computer
Dell Optiplex 3020 41NQL02 Desktop Computer
Dell Optiplex 3020 3ZTPL02 Desktop Computer
Canon FAXPHONE l170 RVU10444 Fax Machine
Xerox DocuMate 152 920CN1095B5C1300510 Scanner
HP LaserJet Pro 200 Color MFP CNB9D7W7GJ Printer
Ricoh Aficio SP 3410dn S5809600091 Printer
ViewSonic VA702b PSX052607401 Monitor
Nikon COOLPIX L18 32251680 Digital Camera
Dell E172FPb CN‐0M1609‐46633‐459‐2V6S Monitor
ViewSonic VA702b PSX053103091 Monitor
ViewSonic VA702b PSX063257512 Monitor
ViewSonic VA702b PSX052607440 Monitor
Epson TM‐H5000 3B10001892 Reciept/Check Validation Printer
Ingenico ICM122 16167PP20854000 Credit Card Reader
Ingenico ICM122 18143PP21495535 Credit Card Reader
Ingenico ICM122 16267PP20978246 Credit Card Reader
Dell E176FPf CN‐0CC639‐72872‐5AK‐1Y1S Monitor
Dell Optiplex 390 1FF3YR1 Desktop Computer
Dell Optiplex 3020 F5WZN22 Desktop Computer
Dell Optiplex 380 9XZ9FQ1 Desktop Computer
Dell Optiplex 3020 F5R1P22 Desktop Computer
Dell 1708FPt CN‐0C182J‐74445‐976‐F0CS Monitor
ViewSonic VA703b QAG083629093 Monitor
Dell Optiplex 3010 5ZK1JX1 Desktop Computer
Dell Optiplex 760 3N5RDK1 Desktop Computer
Misc. Misc.Misc.Miscellanous keyboards, mice, and cables
EXHIBIT A
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