The library will sell or dispose of library material, furniture and equipment that are no longer functional or useful. The Fiscal Officer is responsible for the sale or disposal of such items in the most cost effective and efficient manner. The Library Director, Department Managers, or designated staff members are responsible for reporting to the Fiscal Officer any items in need of disposal and for completing the appropriate forms.
When an item no longer has value to the library, it will be removed from inventory in the following manner:
1. Books and other material, no longer deemed appropriate for the collection, will be donated to Friends of the Shaker Library for disposal through their regular book sales or online sales opportunities.
2. Computer equipment no longer of use to the library may be donated to a school district for use in their educational programs or to non-profit charitable organizations that repurpose computer equipment. Right of first refusal is given to local schools. If school districts and non-profit charitable organizations do not accept donations, computer equipment may be sold to a technology recycling company or processed by a technology equipment disposal firm .*
3. Furniture and other equipment no longer of use to the library may be donated to a non-profit, charitable organization.*
4. Items not covered by the above will be sold at auction (including online auction) or through publicly advertised sales with the proceeds deposited to the library’s General Fund. Notification will advise potential buyers that items are sold AS IS and must be removed at the buyer’s expense at a specified deadline. Shaker residents and agencies will have first priority. Prior to such sale, the Fiscal Officer will prepare a list of the sale items for approval by the Board of Trustees.*
5. If the Fiscal Officer determines that an item has marginal or no resale value, or if the item does not sell through auction or publicly advertised sale, it may be sold or discarded in the best interest of the library.
6. The Fiscal Officer is authorized to accept trade-in allowances on equipment that is being replaced or upgraded for which a trade-in allowance is offered.
7. When the Director or Fiscal Officer determines that surplus inventory has unusual, historic or artistic value, the item(s) may be referred to the Board for determination of value. Such determination may include the services of a professional appraiser or outside expert opinion.
*The Department Manager who declares an item to be surplus, the Director, Fiscal Officer, Deputy Director, members of the Board of Trustees and immediate family members of the above, are not permitted to purchase or otherwise acquire that item(s) unless the item(s) have been offered in a public sale and did not sell.
Approved by the Shaker Heights Public Library Board of Trustees, June 9, 2003, May 11, 2010.