Policy

TOWN OF WEBSTER

FIXED ASSET POLICY AND PROCEDURE MANUAL

Revised 6/23/23 Revised 10/15/26

FIXED ASSET INVENTORY POLICY AND PROCEDURE MANUAL

Table of Contents

Page

Fixed Asset Policy

1-2

Deletion/Surplus/Transfer of Assets Instructions

3

Fixed Asset Inventory Addition Form Instructions

4

Surplus or Transfer of an Asset Form

5

Fixed Asset Deletion Form

6

Fixed Asset Transfer Form

7

Fixed Asset Inventory Addition Form

8

Vehicles or Motorized Equipment Form

9

Department Codes

10

Building Codes

11

Floor/Room Codes

12-15

Asset Codes

16

Life Schedule

17

TOWN OF WEBSTER FIXED ASSET POLICY A) DESIGNATION AND RESPONSIBILITY OF THE PROPERTY MANAGER The Director of Finance shall be the Property Manager, responsible for coordination of the development, implementation and maintenance of the town’s fixed asset records. The Director of Finance shall set up accounting records as prescribed by the Office of the State Comptroller. The Property Manager shall be responsible for the policy and procedures of the fixed asset control records. The Property Manager shall create and maintain inventory records for all town property not assigned to a specific department. B) RESPONSIBILITY OF DEPARTMENT HEADS • Preparing property acquisition, disposition or transfer forms. • Labeling inventoried assets with pre-numbered tags (available from Finance Department). • Completing annual inventory. • Request Town Board approval before transferring or disposing of an asset. C) PROCEDURES MANUAL Procedures for inventories and completion of asset and infrastructure change forms will be included in the Town of Webster Policy and Procedure manual. It shall be the responsibility of the Property Manager to maintain, update and distribute the manual to each department.

D) MINIMUM STANDARDS FOR INCLUSION • The item purchased must be a tangible or intangible asset having a useful life extending beyond the year acquired. • The physical characteristics of the asset are not appreciably affected by use or consumption. • All items with a cost of $500 or more must be tagged. • All electronics must be tagged, such as printers, computers, etc. • Items under $500 can be tagged; this is up to the discretion of the department.

1

E) CLASSIFICATION Each fixed asset will be assigned to a specific department. Including a building code, room location and asset code.

F) CATEGORY • Fixed Assets Inventory Items - The original cost must be at least $500. • Capitalized assets – assets in which the original cost is $15,000 or more. • Infrastructure items will be recorded at total cost including all professional services. G) STANDARDS FOR TRANSFER OR SURPLUS OF ASSETS • •

The asset is no longer needed by the department. The asset is beyond repair.

H) METHODS OF DISPOSITION • • • • • •

Transfer to another department Reputable Auction House or Gov online auction (GOVDEALS). Notice posted on Town Bulletin Boards requesting sealed envelopes with bids. Advertisement in the Local Newspaper for sealed bids. Town Auction. Recycled or placed in trash, as appropriate.

*The fixed asset Policy & Procedure Manual, along with all necessary forms can be found on the Town Hall Drive at townhall\Town of Webster Policies\Official Policies\Fixed Assets. Each department should have a hard copy of the fixed assets Policy & Procedure Manual. *

2

Town of Webster Instructions for the Deletion, Declaration or Surplus or Transfer of Assets If the department no longer requires the asset, or the asset has been damaged beyond repair. • A Surplus or Transfer of an Asset Form is completed by the department head and submitted to the Town Board for approval to have the item considered for transfer or surplus. • After Town Board approval to have an item declared surplus the department head shall submit a Deletion Form to the Director of Finance. After Town Board approval to have an item declared a transfer the department head shall submit a Transfer Form to the Director of Finance. • A Vehicle/Motorized Equipment Form is to be used ONLY for the disposal of all vehicles and motorized equipment. • All electronics approved for disposition (computers, printers, etc) need to then be surplus/recycled through the Technology Department. If the Asset is no longer required but is still usable. • Contact the finance department with the description of the item. The finance department will contact the other departments. • If another department requests the item, then a Surplus or Transfer of an Asset Form is completed and sent to the Town Board for approval, with a copy to the Finance Director. • If more than one department requests the item, the final decision for the asset will be the discretion of the town supervisor or director of finance. • Once the item has received the appropriate approvals, the asset may be transferred to the new department. The department head shall submit a Transfer Form to the Director of Finance indicating where the asset went. • The town tag number that is on the asset will remain on the asset and the transfer to the new department shall be updated in the system. • If an item has significant value, or the Funds are from different tax bases the Board shall determine a reasonable value for the asset and an expense and revenue between funds may be required. If the Asset is broken or no longer able to be used and cannot be reasonably repaired. • A Surplus or Transfer of an Asset Form is completed by the department head and submitted to the Town Board for approval to have the item considered a surplus asset to be disposed or recycled. The department head shall also submit a Deletion Form to the Director of Finance. • Damage due to accident or unforeseen events should not be disposed of until examined by the insurance company. Pictures should be taken depending on the value of the asset. If no other department wants a usable surplus asset. • The department head shall notify the Town Board, using a Surplus or Transfer of an Asset Form to declare the item surplus and offer the item for auction. When an asset is sold the Finance Department should be notified of the amount received for the asset. • The Town may periodically hold an auction. The item could be stored for this auction. • The item may go to a municipal auction house, website, or other auctioneer’s sale. • An ad may be placed in the local paper requesting sealed bids. 3

Town of Webster Fixed Asset Inventory Addition Form Instructions Inventory addition sheet is used for all inventory items except vehicles. Please use the self-explanatory Vehicle/Motorized Equipment Form for all vehicles. At the top of the Inventory addition sheet enter Department and Department Code per Department Codes (page 10) in the manual. Tag Number: Use tags supplied by the Finance Department. Record the number on the inventory sheet. Building Code: Record the 3-digit building code per Building Codes (page 11) in the manual. Room/Location: Record where the item is located, using the appropriate number describing the location per the Floor/Room Codes (pages 12-16) in the manual. Asset code: Use the 2-digit asset code per Asset Codes (page 17) in the manual. Quantity & Item Description: Enter the number of items and give a complete description of the item. If there are individual serial or model numbers, use a separate line for each item. If you have a Group Item (example 25 chairs, with a total cost of over $500) assign them with a single tag number and in the description on the addition form indicate 25 chairs with a total cost of $500. Acquisition Cost: Enter actual or best estimate of cost. If estimating cost, place an E in the column with the dollar amount. Date Acquired: Use format MM/DD/YYYY - Enter actual date if known or best estimate. If estimating the date, place an E in the column with the date. Serial/Vin Number: Enter a number if available. Manufacturer: Enter if known Model # and or Model Name: Must enter if available Life: Enter life for assets with a cost of $15,000 or more per Life Schedule (page 17) in the manual. *Donated items should be recorded at market value at time of donation. *When affixing a tag, please be sure it is visible and easy to access. 4

Town of Webster Surplus or Transfer of an Asset Form To: Supervisor and Town Board Department Head: ______________________________________ Prepared By: __________________________________________ Date: ______________________________ I request permission to surplus the following assets which are no longer of any use to my department. Proposed disposition (recycle, transfer, auction) of the assets are listed.

ITEM

ASSET TAG #

DISPOSITION (recycle, transfer, auction)

cc: Paula Freedman Paul Adams

5

Department ____________________ Department Code _______________ Webster Tag #

Quantity

Item Description

Town of Webster Fixed Asset Deletion Form Serial/Vin Number

6

Building

Model Name/#

Manufacturer

Date Town Board Approval

Department ____________________ Department Code _______________ Webster Tag #

Quantity

Item Description

Town of Webster Fixed Asset Transfer Form Serial/Vin Number

7

Manufacturer

Model Name/#

Transfer To Department

New Building/Room Code

Town of Webster Fixed Asset Inventory Addition Sheet Department Department Code Webster Tag #

Building Code

Room Location

Asset Code

Quantity & Item Description

Acquisition Cost

8

Date Acquired mm/dd/yyyy

Serial/Vin Number

Manufacturer

Model Name/#

Life

TOWN OF WEBSTER VEHICLE OR MOTORIZED EQUIPMENT FIXED ASSET- NEW OR SURPLUS/TRANSFER REQUEST INSURANCE CHANGE FORM

Department_____________________________________ Date__________________ Acquisition____________ Disposition_________________ Transfer_____________

NEW Vehicle or Equipment

Year____________ Make__________________________ Model__________________ Vehicle Type or Equipment Description______________________________________ Serial or VIN Number______________________________ Town Vehicle Number____________________ Town Asset Number______________ Cost New (Include Trade-in) $______________________

OLD Vehicle or Equipment

Year____________ Make__________________________ Model__________________ Vehicle Type or Equipment Description______________________________________ Serial or VIN Number______________________________ Town Vehicle Number____________________ Town Asset Number______________ Department item transferred to (If applicable)________________________________

Additional Information/Description_________________________________________

________________________________________________________________________ *NOTE - Remember to notify Parisi Associates regarding insurance. Tel 585-342-6790 Fax 585-342-5043 9

DEPARTMENT CODES Department Code A1010 A1110 A1220 A1310 A1325 A1330 A1355 A1410 A1411 A1420 A1430 A1620 A1989 A3120 A3410 A5010 A6772 A7020 A7110 A7510 A8090 A8989 B1490 B3620 D5111 D5112 G1992 G8120 L7410 M8540 R8340 S8540

Description Town Board/Administration Justice Court Supervisor Director of Finance Technology Tax Collection Town Assessor Town Clerk/Tax Collections Records Management Town Attorney Personnel/Human Resources Building Maintenance Webster Cable Access Law Enforcement Fire Marshal Highway Department Senior Center Recreation Parks Department Historian Community Environment Communications Department Public Works Building Department TOW Sidewalks TOW Roads TOW Sanitary Sewers Water Treatment/Sewer Facility Library TOW Storm Sewers Water District/Lines Highway/Drainage

10

TOWN OF WEBSTER BUILDING CODES Bldg. Code #

Description

100

130

Town Owned Land & Buildings

140 150

155 200 300

Town Owned Facilities on State Land Court House – Van Ingen Drive − Town Board Room − Van Ingen/Assessing Storage Facility Library – 980 Ridge Road Highway Facility – Hard Road

400

P & R Community Center

410 450

500 600 800

Park Districts Cable Access TV Infrastructure (Residential)

825 830 850 900

Infrastructure (Roads) Infrastructure (Sidewalks) Sewer Outfall Pipe Sewer Treatment Plant

950

Sewer Lift/Pump Stations

Floor Code B 1 O 1 O O 1 1 1 1 1 1 O 1 O 1 1 O O 1 O O O O O 1 B O T L

*Room # 1000 -1050 1500 -1590 1400-1500 1850-1855 1800-1875 1875 1900 1925 1960 1975 2000-2700 3000-3500 3100 4000-4460 4350 1000-4475 4555 4500-4905 5000 6000-6999 8100-8400 H0128-H0183 8000 8300 8900 9000-9100 9000-9001 9000-9018 9000-9002 9001-9022

FLOOR ROOM CODES BUILDING CODE 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 100 130 130 130 130 130 130 130 130 130 140 150 150 150 155 200 200 200 200 200 200 200 200 200 300 300 300

FLOOR ROOM CODE 1 1500 1 1505 1 1510 1 1520 1 1530 1 1540 1 1550 1 1560 1 1570 1 1580 1 1590 B 1000 B 1010 B 1020 B 1030 B 1040 B 1050 O 1400 O 1450 O 1500 1 1850 1 1855 O 1800 O 1810 O 1820 O 1825 O 1830 O 1840 O 1850 O 1875 1 1900 1 1925 1 1960 1 1975 1 2000 1 2050 1 2099 1 2100 1 2200 1 2300 1 2400 1 2500 1 2700 1 3000 1 3010 1 3020

DESCRIPTION TOWN HALL/SUPERVISOR TOWN HALL/FINANCE TOWN HALL/TECHNOLOGY TOWN HALL/PUBLIC WORKS TOWN HALL/ASSESSOR TOWN HALL/BUILDING DEPARTMENT TOWN HALL/TOWN CLERK TOWN HALL/RECEPTION AREA TOWN HALL/BOARD OFFICE TOWN HALL/COMMON ROOMS TOWN HALL/COMMUNICATIONS POLICE ADMINISTRATIVE WING POLICE INVESTIGATIVE WING POLICE ROLL CALL WING POLICE BOOKING AREA POLICE/STORAGE POLICE ARMORY CARS AT TOWN HALL ISSUED EQUIPMENT TOWN HALL/ OUTSIDE TOWN OWNED BUILDING IMPROVEMENT TO BUILDING TOWN OWNED LAND IMPROVEMENT TO LAND TOWN DEVELOPMENTAL RIGHTS TOWN PARK VACANT LAND OPEN SPACE PARK DISTRICT NORTH PONDS PARK VAN INGEN COURT HOUSE TOWN BOARD ROOM VAN INGEN / ASSESSING STORAGE FACILITY LIBRARY/MAIN LIBRARY LIBRARY - CIRC LIBRARY IMPROVEMENTS LIBRARY/OFFICE LIBRARY/TRAINING LAB LIBRARY/CHILDREN'S ROOM LIBRARY/MEETING ROOM LIBRARY/CAFE LIBRARY - INTERNET HIGHWAY ADMINISTRATIVE HIGHWAY FOREMAN AREA HIGHWAY GARAGE

12

FLOOR ROOM CODES BUILDING CODE 300 300 300 300 300 300 300 300 300 300 300 300 400 400 400 400 400 400 400 400 400 410 410 450 450 450 450 450 450 450 450 450 450 450 450 500 600 600 600 600 800 800 800 800 800 800

FLOOR ROOM CODE 1 3200 1 3250 1 3300 1 3310 1 3320 1 3340 1 3350 1 3400 1 3450 1 3500 1 3550 O 3100 1 4000 1 4050 1 4100 1 4200 1 4250 1 4300 1 4400 1 4460 O 4350 1 1000 1 4475 1 4555 O 4500 O 4550 O 4599 O 4600 O 4650 O 4705 O 4750 O 4800 O 4875 O 4900 O 4905 O 5000 1 6000 1 6050 1 6100 O 6010 O 8100 O 8200 O 8400 OH0128 OH0160 OH0161

DESCRIPTION HIGHWAY STORAGE BUILDING HIGHWAY SIGN SHOP HIGHWAY HOSE ROOM HIGHWAY PARTS ROOM HIGHWAY LOCKER ROOM HIGHWAY BREAK ROOM HIGHWAY WELDING ROOM HIGHWAY MECH GENERATOR ROOM SMALL ENGINE ROOM HIGHWAY CLIFFORD E JONES BUILDING HIGHWAY OUTSIDE WRC - 100 WING WRC WRC FITNESS CENTER WRC - 200 WING WRC - KITCHEN WRC - 300 WING WRC - MULTI PURPOSE ROOMS GYM AND GYM STORAGE WRC - OUTSIDE WEBSTER RD PARKS BUILDING WEBSTER ROAD PARKS BUILDING NORTH PONDS PARK BUILDINGS RIDGE PARK NORTH PONDS PARK RIDGE PARK IMPROVEMENTS (H110) EMPIRE PARK KENT PARK SKATE PARK AT RIDGECREST FINN PARK D'AMICO PHILLIPS ROAD PARK WHITING ROAD PARK SANDBAR PARK MIRACLE FIELD PARK DISTRICTS CABLE ACCESS CONTROL ROOM CABLE ACCESS OFFICE CABLE ACCESS STUDIO CABLE ACCESS VAN TOW STORM SEWERS TOW SANITARY SEWERS WATER LINES & MAINS NORTHEAST WATER EXTENSION 11 SHOEMAKER WATER DISTRICT KLEM ROAD WATER DISTRICT

13

FLOOR ROOM CODES BUILDING CODE 800 825 830 850 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900

FLOOR ROOM CODE OH0183 O 8000 O 8300 O 8900 1 9000 1 9001 1 9002 1 9003 1 9004 1 9005 1 9006 1 9007 1 9008 1 9009 1 9010 1 9011 1 9012 1 9013 1 9014 1 9015 1 9016 1 9017 1 9018 1 9019 1 9020 1 9021 1 9022 1 9023 1 9024 1 9025 1 9026 1 9027 1 9028 1 9029 1 9030 1 9031 1 9032 1 9033 1 9034 1 9035 1 9036 1 9037 1 9038 1 9039 1 9100 B 9000

DESCRIPTION KLEM RD #5 WATER DISTRICT INFRASTRUCTURE (ROADS) INFRASTRUCTURE (SIDEWALKS) SEWER OUTFALL PIPE RECEPTION AREA ADMINISTRATION OFFICE ADMINISTRATION BUILDING LUNCHROOM ADMINISTRATION BUILDING LABORATORY ADMINISTRATION BUILDING REPAIR SHOP ADMINISTRATION BUILDING STORAGE GARAGE ADMINISTRATION GENERATOR BUILDING SEPTAGE RECEIVING STATION BUILDING SERVICE BUILDING SERVICE BUILDING GRIT ROOM TEMPORARY BY-PASS VAULT BUILDING STORAGE BUILDING CHEMICAL/BLOWER BUILDING CHEMICAL/BLOWER BUILDING LABOR CHEMICAL BUILDING BASEMENT CHEMICAL BUILDING TANK ROOM CHEMICAL BUILDING RECEIVING ROOM CHEMICAL BUILDING STORAGE CHEMICAL BUILDING BLOWER CHEMICAL BUILDING ELECTRICAL ROOM FILTER PUMP STATION BUILDING SLUDGE PROCESSING PRESS SLUDGE BUILDING DIGESTER PUMP SLUDGE BUILDING STORAGE SLUDGE BUILDING FLOCCULANT ROOM SLUDGE BUILDING DIGESTER ROOF STORAGE SHED BUILDING ACCESSORY BUILDING WATER PIT BUILDING SERVICE BUILDING LAB CONFERENCE ROOM MAP ROOM GARAGE BACK OFFICE FILE STORAGE ROOM LAUNDRY ROOM DRYER BUILDING DRYER BUILDING LAB HIGH STRENGTH ORGANIC WASTE BUILDING DRY PRODUCT STORAGE BUILDING DIGESTER BUILDING SEWER TREATMENT PLANT PHASE 1 SERVICE BUILDING CENTRIFUGAL

14

FLOOR ROOM CODES BUILDING CODE 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 900 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950 950

FLOOR ROOM CODE B 9001 O 9000 O 9001 O 9002 O 9003 O 9004 O 9005 O 9006 O 9007 O 9008 O 9010 O 9011 O 9012 O 9013 O 9014 O 9015 O 9016 O 9017 O 9018 T 9000 T 9001 T 9002 L 9001 L 9002 L 9003 L 9004 L 9005 L 9006 L 9007 L 9008 L 9009 L 9010 L 9011 L 9012 L 9013 L 9014 L 9015 L 9016 L 9017 L 9018 L 9019 L 9020 L 9021 L 9022

DESCRIPTION CHEMICAL BUILDING PUMP ROOM OUTSIDE ADMINISTRATION BUILDING GRIT REMOVAL/FLOW BUILDING EAST PRIMARY CLARIFIER CENTER PRIMARY CLARIFIER WEST PRIMARY CLARIFIER AERATION TANKS BUILDING SECONDARY CLARIFIER FLUME/FLASH MIX BUILDING TRICLING FILTER BUILDING PARSHALL FLUME BUILDING RAKE BY-PASS CHAMBER BUILDING GRAVITY THICKENER/TANKS BUILDING SLUDGE PROCESSING BUILDING SEWER YARD OUTSIDE ACCESSORY BUILDING INFLUENT SHED EFFLUENT SHED SANITARY SEWER LINE SERVICE BUILDING THROUGHOUT CHEMICAL BUILDING THROUGHTOUT SLUDGE BUILDING THROUGHOUT AHEPA CIRCLE LIFT/PUMP STATION BEVERLY DRIVE LIFT/PUMP STATION COASTAL VIEW LIFT/PUMP STATION FAWNWOOD LIFT/PUMP STATION FOREST LAWN LIFT PUMP STATION GLEN EDITH LIFT/PUMP STATION GLENVIEW LIFT/PUMP STATION HEDGES LIFT/PUMP STATION HILLSBORO LIFT/PUMP STATION KLEM ROAD LIFT/PUMP STATION MILL CREEK LIFT/PUMP STATION NATURE TRAIL LIFT/PUMP STATION PEAR TREE LIFT/PUMP STATION PIONEER ACRES LIFT/PUMP STATION SANDBAR LIFT/PUMP STATION SHOECRAFT LIFT/PUMP STATION STOCKBRIDGE ROAD LIFT/PUMP STATION STONEY POINT LIFT/PUMP STATION SUMMIT BEACH LIFT/PUMP STATION VOSBURG LIFT/PUMP STATION WALL ROAD LIFT/PUMP STATION WEBSTER PARK LIFT/PUMP STATION

15

Asset Codes 03 10 15 20 28 40 41 42 45 46 47 51 55 56 57 59 60 71 73 78 79 80 90 92 93 94 95

ASSET CODES Description Sewer Buildings Land Developmental Rights Building Building Misc/Improvements Communications Equipment (Telephone systems, Radio) AV Equipment (Cameras, tape machines, etc.) Office Machines, Equipment & Furniture First Aid Equipment Computer Equipment Recreation Equipment Vehicles and Trucks Law Enforcement Equipment Tools Firearms Machinery & Equipment Piping/Power Feed Mains Water Lines Park Facility/Athletic Field/Playground Parking Lots and Driveways Miscellaneous Improvements Library Materials/Misc Storm/Sanitary Sewer Storm Water Facility Roads Sidewalks WWTP Infrastructure

16

Town of Webster Fixed Asset Life Schedule Asset Life is required for assets with a purchase price or value of $15,000 or higher. The estimated useful life is to be used for depreciation purposes.

ASSET DESCRIPTION

USEFUL LIFE

Baseball Fields Beach Area Cars, Pick-ups, Vans Clarifiers Field Fencing Generator Land Large Equipment, Chippers, Mowers, Etc. Large Trucks Library - books, audio etc. Major Town Buildings Office Equipment Other Athletic Fields, Improvements Park Buildings Park Restroom Park Shelters and snack buildings Park Storage Building Parking Lots and driveways Parks Ponds Phone Systems Picnic Areas Playground Equipment Police Patrol Cars Pumps Roads Roofs Salt Storage Shed Sidewalks Software Trails 17

15 15 7 30 15 20 No life 10 10 No life 50 10 15 50 15 50 15 15 50 10 50 20 3 15 30 20 50 25 No life 50