Purpose
This policy governs the disposal or sale of surplus and donated materials, equipment, or other property owned by the Amityville Public Library. Its purpose is to ensure that such actions are conducted legally, transparently, and in the best interest of the Library.
1. Definition of Surplus and Donated Property
Surplus or donated library property refers to any personal property, equipment, furnishings, or other tangible assets that are no longer needed for the provision of library services. This excludes cash, bank accounts, or other financial assets owned by the Library.
2. Disposal of Surplus Property
- The Library Director is authorized to dispose of surplus items in a legal and appropriate manner as described in this policy.
- Items originally costing more than $2,000 must be reported to and pre-approved by the Board of Trustees prior to disposal.
- Items originally costing less than $2,000 shall be considered to have no remaining monetary value and may be disposed of at the Director’s discretion, using the most practical and cost-effective method.
3. Disposal and Sale of Donated Items
- The Library Director may dispose of donated items in any legal and appropriate manner.
- Donated items valued at more than $500 may be sold using a closed bid system. Such sales shall be reported to the Board of Trustees at their next regular meeting.
- Donated items valued at $500 or less may be sold using a fixed price system, with proceeds reported as part of the monthly financial report.
4. Items of Unusual, Historic, or Artistic Value
If the Library Director determines that a surplus or donated item may possess unusual, historic, or artistic value, the item shall be referred to the Board of Trustees for further determination. The Board may engage a qualified professional appraiser or outside expert to assist in assessing its value.
5. Compliance and Documentation
All disposals and sales shall comply with applicable local, state, and federal laws and regulations. Documentation of such transactions shall be maintained for audit purposes and included in the Library’s permanent administrative records.
Adopted: October 15, 2025