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Agenda 2/14/2023 Item #16E 4 (Procument Services Division for unaccounted capital assets and their removal from the County's capital asset records)16. E.4 02/ 14/2023 EXECUTIVE SUMMARY Recommendation to approve/ratify the administrative report prepared by the Procurement Services Division for unaccounted capital assets and their removal from the County's capital asset records. OBJECTIVE: To promote accountability and provide transparency to the public and gain the Board's approval/ratification for the removal of unaccounted property from the County's capital asset records. CONSIDERATIONS: Division Directors / Property Custodians are responsible for the accountability of all assigned County property and on an annual basis, responsible for ensuring a full physical inventory counts are completed, and the status reported to the Clerk's office in accordance with the County's CMA 5809 Managing Personal Property and Consumable Supplies and pursuant to Florida Statute Chapter 274 Tangible Personal Property Owned by Local Governments. During the annual capital assets hands on physical inventory review, the Division Directors / Property Custodians may identify property/assets that are unaccounted for, which are then self -reported to the Clerk's Office as part of the County's annual review of property/assets. The Clerk's Office then provides a list of any property/asset that is listed as unaccounted for two consecutive years to Procurement Services for them to bring the item to the Board for approval/ratification. The Clerk's Office provided a report that initially had 190 capital assets on the report that were unaccounted for two consecutive years. Upon further review, the Clerk's Office excluded twenty-five (25) capital assets because they should not have been capitalized. Additionally, the report had fourteen (14) capital assets that were disposed on December 13, 2022 and January 10, 2023 by Board approval and one (1) capital asset was found. The net total of capital assets is one hundred fifty (150) capital assets that were unaccounted for which had an initial total acquisition cost of $830,545.87 and depreciation of $819,011.81 for a remaining net book value of $11,534.06. The one hundred fifty (150) capital assets represented in this executive summary have been reported by the respective custodians as unaccounted for two consecutive years during annual capital asset hands on physical inventory review. The unaccounted capital assets include those inadvertently processed prior to completing the proper documentation for disposal or the capital asset location is unknown. Also, most of the assets represented on the list have met their useful life. Additionally, the County currently has approximately 30,000 capital assets. The unaccounted for assets that are being approved/ratified by this item total approximately 0.5% of all capital assets. There are approximately 99.5% of the capital assets that are accounted for and continuously used by the divisions. The Corporate Compliance and Continuous Improvement Division are currently reviewing the capital asset process and as part of the review will be evaluating the unaccounted for property process to enhance controls and reduce the volume of unaccounted for property. Additionally, training will be provided to Division Directors / Property Custodians and processes updated, as needed. FISCAL IMPACT: There were one hundred fifty (150) items unaccounted for which had a total net book value of $11,534.06. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to form and legality, and requires majority vote for Board approval. -JAK GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action. RECOMMENDATION: To approve/ratify the administrative report prepared by the Procurement Services Division for unaccounted property and their removal from the County's capital assets records. Packet Pg. 1189 16. E.4 02/ 14/2023 Prepared by: Richard J Fry, Program Manager, Procurement Services ATTACHMENT(S) 1. Attachment 1 - Clerk Report to Procurement (PDF) 2. Attachment 2 - Reconciliation (PDF) 3. Attachment 3 - Procurement List (PDF) Packet Pg. 1190 16. E.4 02/14/2023 COLLIER COUNTY Board of County Commissioners Item Number: 16.E.4 Doc ID: 23485 Item Summary: Recommendation to approve/ratify the administrative report prepared by the Procurement Services Division for unaccounted capital assets and their removal from the County's capital asset records. Meeting Date: 02/14/2023 Prepared by: Title: — Procurement Services Name: Richard Fry 09/27/2022 8:50 AM Submitted by: Title: Manager - Procurement — Procurement Services Name: Sandra Herrera 09/27/2022 8:50 AM Approved By: Review: Procurement Services Catherine Bigelow Additional Reviewer Procurement Services Ana Reynoso Level 1 Purchasing Gatekeeper Procurement Services Sandra Herrera Director Review Office of Management and Budget Geoffrey Willig Level 3 OMB Gatekeeper Review Office of Management and Budget Susan Usher Additional Reviewer Grants Therese Stanley Additional Reviewer County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Corporate Compliance and Continuous Improvement Megan Gaillard County Manager's Office Amy Patterson Level 4 County Manager Review Board of County Commissioners Geoffrey Willig Meeting Pending Completed 01/17/2023 9:12 AM Completed 01/17/2023 2:38 PM Completed 01/26/2023 4:04 PM Skipped 01/18/2023 3:49 PM Completed 01/27/2023 10:25 AM Completed 01/28/2023 12:05 PM Completed 01/30/2023 9:51 AM Additional Reviewer Completed 02/08/2023 1:01 PM Completed 02/08/2023 1:34 PM 02/14/2023 9:00 AM Packet Pg. 1191 fC w co T (uoileo'1'ION pue Iesodsi(3 A:podoJd : 98tiEZ) ;uawainooJd o; :podoU Belo - � juewt4oejjd :;uauayoejjv s m sm E v Q � a aU Q m � O v� o E E n E E c E S K k 0o - a F LL F N N n@ E o n no a 3 3 3 3 3 m o n 2 f E w 3; `po o i- `o o - o - - ---- �e Y- Y Y Y Y m S ° n �' o v 5 m m m m 'G z c o c v o v d o Y Y Y v o o o E E m E V E V E V a a a E V- N a o? 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