Transfer of Inventory

When fixed asset inventory items are transferred to other county departments, the inventory officer will initiate the transfer documents (SA&I Form No. 1-9001).

• A copy goes to the receiving office.
  19 O.S. § 178.3
• A copy goes to the county clerk to be attached to the inventory record.
• One copy is retained by the issuing office and attached to the inventory record.
• The receiving officer creates an inventory record for the item transferred and assigns a number. A copy of the inventory record shall be forwarded to the county clerk.

The county clerk and the issuing officer shall attach the transfer form to the original inventory record and retain the document in an inactive file. The inventory record shall be kept until a full audit has been completed.

Disposing of Fixed Assets

Every item of surplus property that is listed on the county’s inventory with an original cost of more than One Thousand Dollars ($1,000.00) for equipment and an original cost of Five Hundred Dollars ($500.00) for IT hardware/software must be disposed of in a manner provided by law. The board of county commissioners must be notified in writing of any property that becomes surplus and is subject to disposal.

Before disposing of any surplus property, the board of county commissioners must declare the property as surplus by resolution and enter that declaration into the minutes of a board meeting. The county officer must submit SA&I Form No. 397A, Declaration of Surplus, to the board of county commissioners for approval prior to any disposal of fixed assets.

Note: For a list of surplus property restrictions for county officials, refer to the table “Reelection Restrictions on Surplus Property” at the beginning of Chapter Fourteen, “Disposing of Surplus Property.”
19 O.S. § 421.1(C)

The county is authorized under law to dispose of fixed assets in one of the following manners:

• Sealed bid
  19 O.S. § 421.1(C)(4)
• Public or internet auction
  19 O.S. § 421.1(F)
  • Includes ODOT and CED auctions
    19 O.S. § 421.1(A) & (I)
• Trade-in
  19 O.S. § 421.1(D)
• Sale to tribal government or a state agency
  19 O.S. § 421.1(E)
• Sale, transfer, trade, or disposal to a tribal government, other county, or political subdivision
• Transfer to a political subdivision
  19 O.S. §421.2
• Junking

Refer to Chapter Fourteen, “Disposing of Surplus Property,” of this handbook for a step-by-step procedure for each method of disposition.

19 O.S. § 421

Within 30 days after disposing of any surplus property, the board of county commissioners must complete SA&I Form No. 397, Resolution for Disposing of Equipment. This form creates a record for the disposal of county-owned equipment. This form is used whenever departments report final disposition of items to the board of county commissioners. The information for the form comes from the county’s inventory record.

• 19 O.S. § 421
• 19 O.S. § 1505(G)(2)

The disposition of property on the Resolution of Disposing of Equipment form must be entered into the minutes of the board of county commissioners meeting within 30 days after the disposition. The minutes of the board must reflect the following information:

• Description of item
• Serial number (if any)
• Date acquired
• Name and address from whom acquired
• Original cost or contract price
• Date of disposition
• Name and address to whom property transferred
• Price received
• Reason for disposition

After the Resolution for Disposing of Equipment form is approved by board of county commissioners, the department updates their inventory record, SA&I Form No. 9005, in the “Record of Disposition” section. The county clerk updates the master inventory record, SA&I Form No. 9005, in the “Record of Disposition” section.

1999 AG 26

Where a county vehicle covered by a policy of insurance has been damaged in a wreck and is a total loss, the county is not required to follow the procedures for disposition of county property found in the Oklahoma Statutes but may transfer title to the property to its insurance carrier upon approval of the board of county commissioners.

Sale of Land

19 O.S. § 421.1(G)

The board of county commissioners has authority to sell real property without declaring it surplus if a certified appraisal of the county property is performed to determine the market value of the property and accepted by the board of county commissioners. The notice of such sale must be published in a newspaper of general circulation for two successive weekly issues. Bids for the property are sealed and delivered to the county clerk’s office and opened after fifteen days from the date of first publication.

The board of county commissioners is not prohibited from declaring a county-owned real property as surplus to the needs of the county during the time period beginning 30 days before the filing period for any election of a county commissioner and ending the day after a county commissioner is sworn in.