ADMINISTRATIVE REGULATION             DATE APPROVED:
           AR: 3.05                             February 2013
          SUBJECT:                              DEPARTMENT:
          Fixed Asset(s)                        Finance
         PURPOSE:
         The purpose of the Fixed Asset Policy established by the Wakulla County
         Board of County Commissioners is to ensure the accurate and uniform
         recording of all tangible personal property of a non-consumable nature owned
         by the governmental unit. The procedures set forth in this policy are designed
         to maintain compliance with all applicable Florida Statutes and Rules of the
         Florida Administrative Code. 
         DEFINITIONS:
         Chief Financial Officer. The person primarily responsible for managing the
         financial   obligations,   planning,   reporting   and   record   keeping   of   the
         governmental unit. The Florida constitution places this duty with the Clerk of
         Court (also known as Comptroller).
         Cost. Acquisition or procurement cost (i.e., invoice price plus freight and
         installation charges less discounts). In determining cost, the value of property
         exchanged by the custodian in satisfaction of a portion of the purchase price
         of new property shall not be deducted from the full purchase price regardless
         of any property “traded in” on the new property.
         Custodian. The person to whom the custody of county property has been
         delegated by the governmental unit.
         Custodian’s Delegate.  The person acting under the supervision of the
         custodian to whom the custody of the property has been delegated by the
         custodian.
         Fixed Asset Officer.  The person to whom the governmental unit has
         delegated the responsibility of the recording, identification, disposition and
       annual physical inventory of property.
       Fixed Asset/Equipment. Any item of a capital nature, of value exceeding
       $1,000.00, or with an estimated life span of over one (1) year. A Capital Fixed
       Asset is an item with a value of or exceeding $5,000.00 and is subject to
       depreciation.
       Governmental Unit. Wakulla County Board of County Commissioners.
       Identification Number. A unique number assigned and affixed to each item
       of property to identify it as property held by the custodian and for the
       purpose of differentiating one item of property from another.
       Physical Inventory. Annual assessment of property assigned to a custodian.
       A physical inventory should also be completed whenever a change of
       custodian or custodian’s delegate occurs.
       Physical Location. The county address or building name, room number or
       facility   where   the   property   is   located.   In   cases   of   property   that   is
       transportable   (i.e.,   vehicles),   the   physical   location   should   be   the
       administrative center of the custodian.
       Property. See Fixed Asset/Equipment. All tangible property owned by the
       governmental unit of a non-consumable nature.
       Property Records. A unique record required for each property item with
       detailed information pertaining to the acquisition, description, function and
       custodian of the property.
       Surplus Property. Any tangible property held by the governmental unit that
       is not required to meet or fulfill the unit’s responsibilities or service goals.
       Unaccounted for Property. Property held by a custodian, subject to the
       accountability provisions of Section 274.03, F.S., which cannot be physically
       located by the custodian or custodian’s delegate and which has not been
       otherwise lawfully disposed of.
       RECORDING OF PROPERTY:
       The Chief Financial Officer shall establish by rule the requirements for the
       recording, identification, inventory and disposal of property.
        1. Maintenance of Property Records – The governmental unit shall
          maintain adequate records of property in their custody. Each custodian
          shall maintain an individual listing of property in their custody.
        2. Individual Records Required for Each Property Item – Each item shall be
          accounted for in a separate property record. Related individual items
          which constitute a single functional system may be designated as a
          property group. A property group may be accounted for in one record if
          the component items are separately identified within the record.
          Examples of property items subject to this group accountability
          include,   but   are   not   limited   to,   modular   furniture,   computer
          components, book sets, and similar association of items.
        3. Content of Individual Property Records – Each property record shall
          include the following information:
              (a)Identification number
              (b)Description of item or items
              (c)Physical location
              (d)Name of custodian
              (e)Name, make or manufacturer
              (f) Year and/or model
              (g)Manufacturer’s serial number (vehicle VIN)
              (h)Date acquired
              (i) Cost at time of acquisition
              (j) Method of acquisition, purchase information
              (k)Date of last physical inventory
              (l) Disposition method and information (if applicable)
               (m) Funding source
       MARKING OF PROPERTY:
        1. Marking of Property – Each property item shall be permanently marked
          with a unique identification number assigned to that item to establish
          its identity and ownership by the governmental unit. The marking shall
          visually display the property identification number of the item and may
          include an electronic scanning code (barcode) to facilitate electronic
          inventory procedures. Identification numbers shall be assigned by the
          Fixed Asset Officer.
        2. Exemptions for Marking Property – Any item of property whose value or
          utility would be significantly impaired by the attachment or inscription
          of the property identification number, is exempt from the requirement
          for physical marking. The Fixed Asset Officer shall determine an item’s
          exemption from marking. The custodian’s property records shall
          contain sufficient descriptive data to permit positive identification of
          exempt property.
        3. Location of Marking – Items of similar nature shall be marked in a
          similar manner to facilitate identification. In determining marking
          location, careful consideration shall be given to the intended use of the
          item; the probability that the marking could be damaged by wear,
          vandalism or routine maintenance functions; and, the appropriateness
          of   the   marking   method   chosen.   Property   shall   be   marked   in   a
          conspicuous location making it easily identifiable as the governmental
          unit’s property. Additionally, the location of the marking and the
          marking method chosen shall not mar the appearance of the item.
       INVENTORY OF PROPERTY:
        1. Physical Inventory Required – Each governmental unit shall ensure a
          complete physical inventory of all property is taken annually and
          whenever there is a change of custodian or change of custodian’s
          delegate.
        2. Unrecorded Property – Any property item found during the conduct of
          an inventory which meets the requirements for control as defined in
          Rule 69I-71.003, F.A.C., and which does not have a property record
          shall have a property record completed when it is located and after
          appropriate investigation to establish ownership of the property. If
          ownership   cannot   be   reasonably   established,   the   item   may   be
          disposed of in a manner provided by law as applicable to surplus
          property, pursuant to Section 274.05 and 274.06, F.S.
        3. Internal  Controls – The custodian’s delegate shall not personally
          inventory items for which they are responsible. Furthermore, payments
          for   tangible   property   will   only   be   processed   when   proper
          documentation is submitted to Finance attached to the invoice.
        4. Reconciliation of Inventory to Property Records – Upon completion of
          physical   inventory,   the   Chief   Financial   Officer   shall   perform   a
          reconciliation   of   the   inventory   to   the   property   records.   Noted
          differences   such   as   location,   condition   and   custodian   shall   be
          investigated and corrected as appropriate.
        5. Unaccounted for Property – Items identified as unaccounted for shall be
          reported to the Fixed Asset Officer for determination of appropriate
          action. Recording items as dispositions or otherwise removing the
          items from property records, shall be subject to approval of the Chief
          Financial Officer, as provided in Section 17.041, F.S., and Rule 69I-
          71.003, F.A.C.
       DISPOSITION OF PROPERTY:
        1. Required Information for Disposition – The following information shall 
          be recorded on the individual property record for each item, lawfully 
          disposed of, pursuant to Sections 274.05, 274.06 or 274.07, F.S.:
           (a) Date of disposition
           (b) Authority for disposition (resolution of the governmental unit 
             properly recorded in minutes as required by Section 274.07, 
             F.S.) 
           (c)  Manner of disposition (sold, donated, transferred, 
             cannibalized, scrapped, destroyed, traded)
           (d)  Identity of the employee(s) witnessing the disposition if 
             cannibalized,  
                scrapped or destroyed)