The Executive Director is authorized to dispose of surplus items in any legal manner, including sale, recycling, trade in, donation, or destruction, consistent with applicable laws, regulations, and sound fiscal practices.
Disposals of surplus items that originally cost more than $2,000 shall be reported to the Board of Trustees. Disposals of surplus items that originally cost more than $10,000 require prior approval of the Board of Trustees.
The Executive Director is authorized to sell surplus items using a closed bid system when the sale is determined to be in the best interest of the OWWL Library System. Proceeds from all such sales shall be reported to the Board of Trustees at the next regular meeting.
Technology Equipment
Technology equipment, including but not limited to computers, servers, networking equipment, peripherals, and related electronic devices, is subject to a planned five-year replacement schedule, regardless of original purchase cost.
The Executive Director is authorized to dispose of technology equipment that has reached the end of its replacement cycle in any legal manner, without regard to original purchase price.
Prior to disposal, all technology equipment capable of storing data shall be subject to appropriate data removal, wiping, or physical destruction to protect confidential, proprietary, or personally identifiable information.
A summary list of all technology equipment disposed of during the prior calendar year shall be presented to the Board of Trustees during the first quarter of each year for review and recordkeeping purposes.
Donated Items
The Executive Director may dispose of donated items in any legal manner, provided that any donor-imposed restrictions are honored. If donor restrictions cannot be reasonably met, disposal shall require approval of the Board of Trustees.
The Executive Director is authorized to sell donated items using a closed bid system for items valued at more than $500 and a fixed price system for items valued at $500 or less.
Sales conducted through a closed bid system shall be reported to the Board of Trustees at the next regular meeting. Sales conducted through a fixed price system shall be reported as part of the monthly financial report.
Safeguards and Recordkeeping
No trustee, officer, or employee of the OWWL Library System may purchase surplus or donated items unless such sale is expressly approved by the Board of Trustees and documented in the official minutes.
Records of disposed or sold items, including description, method of disposal, and proceeds received when applicable, shall be maintained in accordance with the OWWL Library System records retention schedule.
Last Updated by the OWWL Library System Board of Trustees on January 15, 2026