Procedure 3.0 - Property Disposition Process

Reference: Minnesota State procedure 7.3.13

Purpose

This process outlines the steps for the efficient and cost-effective disposition of surplus personal property at Lake Superior College (LSC), in compliance with Minnesota State System Procedure 7.3.13. It ensures that unneeded equipment, furniture and bulk supplies are handled in a manner that maximizes financial return and adheres to state regulations.

Note: As a State of Minnesota entity, LSC may not donate equipment to external organizations—including public schools or non-profit entities outside of the Minnesota State system—without first offering to other Minnesota State schools.

Step 1: Authorization and Documentation

Department wishing to dispose of surplus property or other items of value must complete a Property Disposition Authorization form located on the Business Services Portal.  Approval must be obtained prior to listing items on the Minnesota State ListServ or advertising them for sale.

Required Information:

  • Complete description
  • Asset tag numbers, if available
  • Serial numbers, if tag numbers are missing
  • Condition of item
  • Estimated market value
  • Recommended disposition method: Transfer, Sell, Recycle/Trade-in, Trash, Donate

Approvals Required:

Department Director or Dean

One of the following: Vice President of Administration, Vice President of Academic & Student Affairs, President, or Director of Business Services

Submit completed form to Purchasing ([email protected])

Step 2: Internal and System-Wide Offering

Purchasing will first offer the item(s) to other LSC departments that may be interested. If no internal interest exists, the item(s) will be offered to other Minnesota State institutions.

Determine the current market value of the item(s). If value exists, include an asking price (or “best offer”) when posting to the Minnesota State Purchasing ListServ. LSC is not obligated to transfer assets for free if a sale is feasible.

Posting Duration: While no specific timeframe is mandated, a one-week posting period is standard.

Step 3: Public Sale and Final Disposition

If deemed in the College’s best interest, items may be sold to the general public using one or more of the following methods: Sealed bids, Public auction, Fixed price sale, Negotiated sale, Pre-priced garage sale, Consignment, Online sales platforms.

  • Public auctions must allow reasonable time for inspection. All items are sold “AS IS” with no implied warranties.
  • Any advertising expenses must be pre-approved by the Director of Business Services or the Vice President of Administration.
  • State of Minnesota employees may only purchase items through closed bid processes awarded to the highest bidder.
  • If item is sold, proceeds from sale are usually credited to an administrative program, any exceptions need to be approved by the Vice President of Administration or the Director of Business Services.

Final disposition of items will be determined by the Vice President of Administration, Director of Business Services, President. Possible outcomes include donation, recycling, trash, or storage for future sale if resale value is significant.

The disposing department will coordinate with Maintenance to determine appropriate storage or disposal. Maintenance staff will use discretion and store only items with potential resale value for a defined period of time.

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