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Home My WebLink AboutRes 053 - Declare Pers Property Surplus - ClerkDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388·6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of August 22, 2012 Please see directions/or completing this document on the next page. DATE: August 8, 2012. FROM: Nancy Blankenship. Clerk's Office 541-388-6544 TITLE OF AGENDA ITEM: Consideration of Board Signature of Resolution No. 2012-053, Declaring certain personal property surplus and directing disposition. PUBLIC HEARING ON THIS DATE? NO. BACKGROUND AND POLICY IMPLICATIONS: Deschutes County Clerk's office requests certain personal property be declared surplus. The Clerk's office no longer uses certain equipment and supplies that still has functionality. The equipment and supplies would be donated to an organization in compliance with County Code Section 2.37.110 (7) that would benefit it and its clients. Secretary of State Kate Brown infonned the Oregon Association of County Clerks that State Elections is investigating organizations to donate equipment and supplies purchased with Help America Vote Act (HAV A) funds that are no longer utilized by counties. Secretary Brown also infonned Clerks that if they found local organizations that could use the equipment and supplies that a county could follow the county's surplus property procedure to dispose of the equipment locally. The equipment and supplies were solutions developed to assist voters with disabilities to mark their ballot. In 2012, a new solution was introduced using iPad technology leaving the previous solutions no longer be utilized for those purposes. In 2005 and 2006, Oregon State Elections worked with a vendor to develop a solution to assist voters with disabilities in marking their ballots. This was to comply with the requirements of the Help America Vote Act enacted in 2002. The system used a specific telephone and fax/printer to accomplish the solution. The cost of the statewide system was not sustainable and only used for the 2006 federal elections. The fax/printer was previously declared surplus and disposed of as it was no longer operational. The telephone is no longer being used as it has been replaced with a county phone. , In 2007 and 2008, Oregon State Elections worked with a vendor to develop a solution to assist voters with disabilities in marking their ballot. The solution included one onsite Accessible Computer Station !(ACS) (referred to as pennanent station) and two portable ACSs. The ACS systems included a computer, printer, software and a variety of accessible peripherals. I I , During 2011 and early 2012, Oregon State Elections worked with a vendor to develop a solution using iPad technology. This is the current solution. I Since the two older solutions are no longer utilized, it is prudent to donate the equipment and supplies that the Clerk's office is not using to a non-profit organization that can realize benefit from those items before they reach the end of their functionality. FISCAL IMPLICATIONS: None. RECOMMENDATION & ACTION REQUESTED: Recommend approval and signature of Resolution No. 2012-053, Declaring certain personal property surplus and directing disposition. ATTENDANCE: Nancy Blankenship, County Clerk DISTRIBUTION OF DOCUMENTS: Please return a copy of the signed Resolution to Nancy Blankenship. County Clerk. Countv Clerk's Office Nancy IIlankenship, County Clerk 1300 NW Wall St. Suite 200. Bend. OR 97701·1960 Fax (541) 383-4424 Recording [541) 388-6549 Elections (541) 388-6547 www.co.deschutes.or.us August 8, 2012 Deschutes County Clerk's Office Record of Value of Used Election Equipment & Supplies Proposed for Donation Deschutes County Clerk's office has used election equipment and supplies that are no longer utilized. These items were purchased in 2006 and 2008 through Help America Vote Act (HAVA) funds. Their purpose was to assist voters with disabilities in the voting process. Since then a new solution to serve voters with disabilities has been instituted. Secretary of State Kate Brown informed the Oregon Association of County Clerk's that State Elections is investigating organizations to donate equipment purchased through the Help America Vote Act (HAVA) funds that are no longer utilized by counties. The equipment and supplies were solutions to assist voters with disabilities and could now benefit organizations that serve individuals with disabilities. Secretary Brown also informed the Clerk's that if they found local organizations that could use the equipment the county could follow the county's surplus property procedure to dispose of the equipment locally. State Elections has asked that procedurally, counties declare each entire Accessible Computer Station (ACS) purchased in 2008 with HAVA funds surplus as received. Each station includes a computer, printer, various software applications, accessible peripherals, carrying cases, etc. Some of the ACS equipment will remain in use for other County election related purposes and will be reentered in the County's fixed asset inventory to comply with the State's procedural request. The items documented on the attached list, except for two lap top computers, printer, and some peripherals such as magnifying glasses and USB hubs, are no longer utilized by Deschutes County Clerk's office and available for donation to organizations described in Deschutes County Code Section 2.37.11 0(A)(7). State Election advised me that they determined there is no book value to the items being declared surplus. REVIEWED LEGAL COUNSEL For Recording Stamp Only BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON A Resolution Declaring Certain Personal Property ,.. Surplus and Directing Disposition. RESOLUTION NO. 2012-053 * ,.. WHEREAS, certain personal property described in Exhibit 1 as used election equipment and supplies owned by Deschutes County are no longer needed by Deschutes County; and WHEREAS, the Deschutes County Board of Commissioners finds it to be in the public interest to sell or donate the personal property described in Exhibit 1 to a government organization that serves Deschutes County voters, now, therefore, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON, as follows: Section 1. The personal property described in Exhibit lare hereby declared to be surplus property of Deschutes County. Section 2. The Deschutes County Clerk will sell or donate the supplies to an organization in compliance with County Code Section 2.37.110(7). Section 3. The County Clerk is authorized to sign documents to transfer ownership. Section 4. This resolution shall take effect immediately upon its adoption and signing by the Board of County Commissioners. DATED this day of August, 2012. BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON ANTHONY DEBONE, Chair ATTEST: ALAN UNGER, Vice Chair Recording Secretary TAMMY BANEY, Commissioner PAGE 1 OF 2 RESOLUTION NO. 2012-053 (AUGUST 6, 2012) Exhibit 1 Record of Value of Used Election Equipment & Supplies Proposed for Donation August, 2012 County Fixed I Asset # Item Transferred Serial # i Date I Cost I Current Value 12039 I PermanentACS SYstem (comDuter) 11024620 103/17108 I No book value per Oregon State Elections I Replacement Printer: Dell V305 Printer I· 12623 9/29/08 CNORX2874873486N5MNO 12041 Portable ACS System 1025303 12045 HP 5610 Printer CN7CBF71KD 12044 Portable ACS System 1025327 12042 HP 5610 Printer CN&CBF71K5 Hamilton SC-7V Headsets for ACS N/A (3 each @ $9.99 pr.) N/A PAGE 2 OF 2-RESOLUTIONNO. 2012-053 (AUGUST 22, 2012)