Public Works, Purchasing, Fixed Assets, & Disposition Policy

Because the San Juan County Board of County Commissioners appoints Orcas Island Library District Trustees, and because the Revised Codes of Washington list library districts as municipal corporations (RCW 27.12.010), Orcas Island Library District policies in many instances follow the policies of San Juan County. The District has additional guidelines for conducting public works projects; and for acquiring, managing, and disposing of supplies and fixed assets. The Collection Management Policy applies more specifically to library materials and online resources.

Public Works & Purchasing

Although no Washington code specifies the process by which library districts may solicit bids for capital works projects, the 2002 State Legislature did create a Local Government Purchasing Matrix (Attachment A), which includes library districts as one of the entities which may use the matrix in making decisions about purchasing and public works projects.

Further, library boards in Washington are allowed by the State to set policies for purchasing and public works in situations not specifically addressed by the RCW, as long as the process is competitive, open, fair, and attempts to obtain the best responsible cost for the library district.

For purchasing of equipment, supplies, materials, services, as well as for public works projects, the Orcas Island Library District will follow methods as listed in the Washington State Local Government Purchasing Matrix, made effective on June 13, 2002; as specified in portions of the RCW referring to municipal corporations and island library districts in Washington; and as otherwise approved by the Library Board, in a manner responsive to applicable laws and the above guidelines. Those methods may include, but are not limited to: formal bidding; creation and use of a public works roster for projects less than $200,000; and, in cases when no responsive bid is received after a call for bids, direct negotiations with vendors or contractors.

Purchasing includes the acquisition of supplies, equipment, library resources (books, magazines, CDs, DVDs, electronic databases) and services. The District shall purchase and acquire supplies and equipment in such ways as will most assure ease and economy in acquisition. More than one proposal shall generally be sought in acquisitions of supplies, equipment, or services where it seems reasonable to the Director or designee that a lower cost or better product can be purchased. On a regular basis, staff shall solicit proposals from more than one vendor in all cases of recurring purchases, e.g. library resources.

Fixed Assets

The District strives to safeguard, control, and account for supplies and fixed assets; and to maintain and replace its fixed assets on a consistent basis. This applies also to the facilities and grounds. The District will maintain records on buildings, equipment, and assets of a non-consumable nature valued above $500; also, on items valued above $100 that are of a theft-sensitive nature as determined by the Director.

Disposition

The District shall dispose of items as warranted by their condition, functionality, or overall usefulness. Options for disposal include transfer or sale at reduced price to nonprofit entities, including the Friends of Orcas Island Library; public auction or sale preceded by public notice; and free pickup at the Library on a first-come, first-served basis. The District's intent is to best match the items' usefulness and value to their method of disposal in a responsible, fair, and open manner. The Director shall determine and report to the Board the disposition of surplus items.

Adopted as Public Works and Purchasing Policy: October 11, 2005

Reviewed 4/2006

Adopted as Public Works, Purchasing, Fixed Assets, and Disposition Policy: July 13, 2009