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Home My WebLink About5G - Surplus Personal Property MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: ISSUES: May 7,2007 5G Kelly Meyer, Assistant City Manager CONSIDER APPROVAL OF A RESOLUTION DECLARING PERSONAL PROP- ERTY AS SURPLUS AND DIRECTING DISPOSAL BY DONATION AND PUBLIC SALE. Introduction: The purpose of this agenda item is to declare miscellaneous accumu- lated furniture excess to the City's needs, and provide direction for disposal of the items. Current Circumstances: The completion of new City buildings also included new furniture and fixtures. In 2005 when City staff moved into its temporary locations (i.e. construction trailers, Fire Station No.1, and Maintenance Center), we recon- figured existing furniture to accommodate the temporary work stations needed. In December 2006 when staff moved into the new facilities and temporary locations were removed, the City was left with an accumulation of miscellaneous modular work station components and panels, wooden desks, and chairs. We have re- used as many of the useable items as possible for storage and other non-public areas. We have also relocated some of the useable items to provide additional work spaces in the Maintenance Center and Fire Station. The remainder of the items are excess to the City's needs. A list of the surplus furniture items is at- tached. In addition to miscellaneous furniture, the City also has some video production and playback equipment that is no longer needed nor compatible with our new digital (DVD) format. We will be maintaining some of the equipment to utilize for public access, or for use in other City departments or facilities. The remainder of the equipment is listed as surplus in an attachment to this report. Conclusion: Staff asks that the Council declare the personal property listed as sur- plus to the City's needs, and provide staff with direction for disposal. Section 110. 403 of the City Code, recently amended by the City Council at their April 16, 2007, meeting, provides that Surplus personal property can be disposed of using the following methods: (1) public auction. (2) direct sale to the public, (3) dona- tion to a non-profit oraanization or other aovernmental unit; (4) in the case of damaaed personal propertv or personal propertv which has no significant value. the property may be recycled or disposed of as refuse; or (5) disposed of as a "trade-in" to offset the cost of replacement eauipment. The City Manager shall determine the appropriate method of disposition of surplus personal property. The City has received two requests for donation of the surplus City property. (1) Video Equipment - St. Paul's Lutheran Church has taken the responsibility for operating the Religious Access Cable Channel (similar to the City's responsibility www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 for operating its Government Access Channel 15). Channel 19 plays worship ser- vices and other programs of a religious nature for the Prior Lake-Savage area covered by Mediacom Cable. Channel 19 is available to any religious organization equally that has the means and desire to broadcast or re-broadcast video of its programs or services, Mediacom provides the connection equipment, but St. Paul's Church is responsible for any additional production equipment necessary to broadcast the Channel - also similar to the City's operation of PL TV-15. The Church typically has no budget or resources dedicated for this purpose and largely depends on donations. After viewing the equipment, the Church has requested that the Council consider donation of 1 JVC Control time code video cassette recorder, 6 JVC VCRs, Leight- ronics production equipment and cabinet, and the Leightronics mini-T Pro control- ler. The majority of this equipment is used to manage the number of VHS tapes that can be programmed to serve the Channel. Attached is the letter from Rev. John Vaughn making the request. Staff feels the donation would assist St. Paul's Church in providing and improving the services of Channel 19 for the benefit of the Prior Lake public, and therefore serves a public purpose and would be appropriate for donation if the Council de- sires. (2) Furniture - The City also received a donation request from the Prior Lake- Spring Lake Watershed District for 4 U-shaped modular work stations, and two office chairs. The Watershed is looking for a cost effective means to improve their office space. The Watershed District representatives have reviewed the furniture available and believe it could meet their objectives. Attached is the letter from Mike Kinney making the request. Staff feels this is a good utilization of component pieces. The donation will save the City the cost of disposal. Since the PLSL Watershed District is also a govern- mental entity serving our taxpayer, the donation would serve a public purpose and comply with the ordinance if the Council desires to make this donation. The Staff is proposing that the remainder of the surplus furniture and video equipment be offered equally to the public through a public sale. Staff would ad- vertise the sale in the Prior Lake American, and offer the property equally to the public at a pre-determined value. Any property not sold would be recycled and/or trashed as appropriate. ALTERNATIVES: The Council has two alternatives: 1. Motion and Second to approve the Resolution as part of the Consent Agenda as proposed, and donating the surplus property as requested. 2. Remove this item from the Consent Agenda for discussion or to provide staff with additional direction. RECOMMENDED Alternative 1. MOTION: Frank Boyles, ty 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 RESOLUTION 07 -xxx A RESOLUTION DECLARING PROPERTY SURPLUS TO CITY NEEDS AND AUTHORIZING DISPOSAL OF SAME Motion By: Second By: WHEREAS, the City Council has determined that there is a surplus of video production equipment and furniture that are no longer useful or beneficial to the City; and WHEREAS, Section 110.403 of the City Code authorizes the City to dispose of surplus City property and sets forth the procedures for governing the sale or donation of such property; and WHEREAS, the City has received a written request from St. Paul's Lutheran Church requesting that 1 JVC Control time code video cassette recorder, 6 JVC VCRs, 1 Leightronics interface equipment and cabinet, and the Leightronics mini- T Pro controller be donated to the organization; and WHEREAS, the donation of such property to St. Paul's Lutheran Church would serve the public by improving and increasing the organization's capacity to provide all access cable programming to Prior Lake residents; and WHEREAS, the City has received a written request from the Prior Lake-Spring Lake Watershed District requesting that 4 modular work stations and 2 office chairs be donated to the organization, and WHEREAS, the donation of such property to the Prior Lake-Spring Lake Watershed District would serve a public purpose by re-using equipment by another governmental agency supported by the Prior Lake taxpayer, and WHEREAS, the remainder of the surplus property will be offered equally to the public at a public sale. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The furniture, fixtures and equipment identified in the attached Exhibits A and B are hereby declared surplus to the City's needs. 3. The donation of surplus property as requested by St. Paul's Lutheran Church is hereby deemed to provide a public purpose and is approved. 4. The donation of surplus property as requested by the Prior Lake-Spring Lake Watershed District is deemed to provide a public purpose and is approved. 5. Each organization receiving a donation shall take responsibility for removing the surplus property form City premises and shall bear all costs associated with the removal and transportation. 6. Each organization receiving a donation agrees to accept the property "as is." www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 7. The City shall have no further responsibility for donated property and shall not provide any warranty, maintenance, repair, or any ongoing support. 8. City staff is authorized to conduct a public sale of the remainder of the surplus equipment. PASSED AND ADOPTED THIS ih DAY OF MAY 2007. YES NO Haugen HauQen Erickson Erickson Hedberg Hedberg LeMair LeMair Millar Millar Frank Boyles, City Manager 1:\COUNCIL\RESOLUTI\ADMINRES\2007\surplus property donation and disposal.DOC , ~. "," .d. '11l~ wnU::llAN C11URCilIIMISSOlll.l S\:NOD FER 2 :~ 7nm St. Paul's Lutheran Church and School 5634 Luther Road, S.E. . Prior Lake. Minnesota 55372 (952) 447-2117 Fax (952) 447-2119 Rev. John Vaughn, Pastor · Rev. John Stern, Visitation Pastor. Belinda Granlund, Principal February 20, 2007 Frank Boyles City of Prior Lake 4646 Dakota Street Prior Lake, MN 55372 Dear Frank, Pursuant to our conversation at the Rotary meeting of February 14, 2007 I am formally requesting that the City Council consider donating the following equipment to be used by Religious Access Cable Channel 19: 1 JVC Control Time Code Video Cassette Recorder 6 JVC Video Cassette player recorders Accompanying Leightronix interfaces A Mini T Pro Event Controller As you know, Channel 19 plays worship services and other programs of a religious nature as part of the cable television programming for the Prior Lake-Savage area covered by Mediacom Cable. St. Paul's Lutheran Church, which houses Channel 19, and which provides all the equipment for Channel 19, except for the modulator provided by Mediacom, would be most grateful for any assistance the Council deems feasible under their guidelines for disposing of this equipment. Should you have any questions or need more information regarding this equipment, please contact Kevin Busse (952-447-3698) or me (952-447-2117). Thanks for your consideration of our request. Sincerely, ~ Rev. John P. Vaughn Pastor Preschool - Grade 6 www,stpaulspriorlake,org Prior . JP Spring Lake (;] Lake -.. --- WATERSHED DISTRICT April 26, 2007 Ms. Kelly Meyer City Administrator 4646 Dakota Street SE Prior Lake, MN 55372 Dear Ms. Meyer, I would like to thank you for taking the time the other day to show us some of the city's used office furniture. After reviewing our office needs, we are interested in acquiring 4 work stations and 3 chairs for our use. I understand that you'll bring this request to the city council for their review and will contact me accordingly after that meeting. Again, thanks for your assistance to the Watershed District! Sincerely, Mike Kinney District Administrator 15815 Franklin Trail SE, Suite 100, Prior Lake, MN 55372. (952) 447-4166 (phone). (952) 447-4167 (fax). www.plslwd.org.info@plslwd.org ITEMIZED LIST OF SURPLUS PROPERTY 3 drafting tables 12 oak veneer desks Various Modular furniture components 12 metal shelves (blue) 2 metal shelves (brown) 2 corner work surfaces 1 overhead metal flipper cabinet 2 2-d rawer metal letter-sized file drawers 13 Steelcase work surfaces (mise, sizes) 7 under-cabinet lighting fixtures 57 wall panels (mise, sizes and fabrics) miscellaneous rails and brackets 8 3-drawer lateral file cabinets (only usable for mounting under a work surface). 10 miscellaneous office chairs 9 miscellaneous conference/reception seating 4 modular tables 2 oak veneer 2-d rawer lateral file cabinets 10 stacking reception chairs 6 vinyl floor mats 4 miscellaneous bookcases 1 60" round oak veneer conference table 1 72" round laminate conference table 3 modular connecting tables 2 hard drives / 3 old monitors (for disposal only) 2 wood/laminate work tables 1 36" round oak laminate table AV Equipment Inventory 5 % foot steel eauipment shelf: 2 Black and White Panasonic Monitors 1 Kramer Vertical Interval Switcher 1 JVC SVHS Recorder 1 Videonics Video Title Maker w/keyboard 1 Perma Power surge protector 6-foot steel eauipment shelf: 1 Leightronic Mini-T-Pro controller 1 APC battery backup (smart-UPC 750) Lose equipment: 6 JVC SVHS ET players 6 lavalier condenser microphones 2 Gentry assisted listening devices 1 ELMO visual overhead presenter (EV-368) 1 VideoSonic computer monitor 1 Philips color monitor with A1B switch 1 box of various wiring 2 Panasonic PTZ cameras 2 Controller units