Obsolete Furniture & Supplies
Sale And Disposal Of Books, Equipment And Supplies
Sale And Disposal Of Books, Equipment And Supplies![]()
Sale And Disposal Of Books, Equipment And Supplies
Purpose
When district-owned books, equipment, and supplies become unusable, obsolete, damaged beyond repair, or are no longer needed, they must be declared obsolete and disposed of in accordance with Governing Board policy, Education Code requirements, and district procedures.
The Superintendent or designee shall identify these items to the Governing Board, together with their estimated value and a recommendation for sale or disposal. Once approved by the Governing Board, the Superintendent or designee shall arrange for the sale or disposal of the items using methods authorized by law and administrative regulations.
When Items Must Be Declared Obsolete
Schools must complete the obsolete item process for any item that meets either of the following criteria:
- Has a district asset tag number
- Original purchase cost was over $500
Examples may include:
- Furniture
- Technology equipment
- Kitchen equipment
- Maintenance equipment
- Vehicles
- Books or instructional materials
- Classroom equipment
Instructional Materials Considered Obsolete
Instructional materials may be considered obsolete or unusable when they:
- Contain information rendered inaccurate or incomplete by new discoveries or technologies
- Have been replaced by newer editions or versions and no longer have instructional value
- Contain demeaning, stereotyping, or inappropriate references related to sex, race, ethnicity, religion, culture, vocation, or disabilities
- Are damaged beyond use or repair after inspection
Sale And Disposal Of Books, Equipment And Supplies
Email the completed form to:
Subject Line:
“Obsolete Items for Board Approval”
Sale And Disposal Of Books, Equipment And Supplies![]()
School Site Procedures
Step 1 — Complete the Obsolete Items Excel Form
Complete the district obsolete items Excel form for all qualifying items.
Please include:
- Item description
- Asset tag number (if applicable)
- Original purchase price
- Estimated condition
- Reason item is obsolete
- Quantity
- Site location
The Site Administrator or Supervisor is responsible for reviewing all items submitted for obsolescence and providing a recommendation regarding the appropriate method of disposal based on the item’s condition and potential value.
Example Recommendation:
“I recommend attempting to auction the items and, if the items do not sell, then proceed with disposal.”
“I recommend attempting to auction the items and, if the items do not sell, then proceed with disposal.”
Step 2 — Email the Completed Form
Email the completed form to:
Kauai Bock: kbock@galt.k12.ca.us and cc business@galt.k12.ca.us
Subject Line:
“Obsolete Items for Board Approval”
Step 3 — Governing Board Approval
The items will be presented to the Governing Board for approval to:
- Sell
- Auction
- Dispose
No items may be removed or discarded prior to Board approval.
Step 4 — After Board Approval
After Board approval:
If Items Still Have Value
The district may attempt to sell the items through a government bid or auction website based on the administrator's recommendation.
Please email a copy of the obsolete form to purchase after board approval.
If Items Have No Value
Coordinate with the site custodian for proper disposal procedures.
Authorized Methods Of Disposal
The Governing Board may dispose of district property using any of the following methods:
1. Sale Without Advertising
If the Board unanimously determines the property value is $2,500 or less, the Board may authorize a district employee to sell the property without advertising.
(Education Code 17546)
(Education Code 17546)
2. Sale Through Competitive Bids
The Board may advertise for bids and sell the property to the highest responsible bidder or reject all bids.
(Education Code 17545)
(Education Code 17545)
Notice for bids must:
- Be posted in at least three public places in the district for at least two weeks, OR
- Be published once a week for at least two weeks in a newspaper of general circulation
If no qualified bids are received, the Superintendent or designee may sell the property without further advertising.
(Education Code 17546)
(Education Code 17546)
3. Public Auction
The Board may authorize sale through a public auction conducted by:
- District employees
- Employees of other public agencies
- A contracted private auction firm
Auction notices must follow the same public notice requirements listed above.
(Education Code 17545)
(Education Code 17545)
4. Sale To Government Agencies Or Other School Districts
Without advertising for bids, the Board may sell or lease property to:
- Federal agencies
- State agencies
- Local government agencies
- Other school districts
(Education Codes 17540 and 17542)
5. Donation Or Disposal
If the Board unanimously determines the value of the property does not justify the cost of sale, the property may:
- Be donated to an approved charitable organization
- Be disposed of through dumping or scrap
(Education Code 17546)
Instructional Materials Disposal Requirements
Usable obsolete instructional materials may be:
- Donated
- Distributed
- Sold for educational purposes
Potential recipients include:
- School districts
- County libraries
- Public agencies
- Nonprofit organizations
- Literacy organizations
- Children or adults in California or foreign countries
(Education Code 60510)
Organizations receiving instructional materials must certify that:
- Materials will be used for educational purposes
- No charge will be made to recipients
(Education Code 60511)
Public Notice Requirements For Instructional Materials
At least 60 days before disposal of usable instructional materials, the Board must notify the public through:
- Local newspaper
- Television announcement
- Other effective public communication methods
Community members and eligible organizations must be allowed an opportunity to address the Board regarding distribution of materials.
Disposal Of Unusable Instructional Materials
Unusable instructional materials may be disposed of by:
- Mutilating the materials so they are not resalable and selling them as scrap
- Destroying them by economical means after proper notice requirements have been met
(Education Code 60530)
Financial Proceeds From Sales
Money received from the sale of surplus property shall:
- Be deposited into the district reserve or general fund, OR
- Be credited back to the fund from which the original purchase was made
(Education Code 17547)
Important Reminders
Important Reminders![]()
Important Reminders
- Do not dispose of district property before Board approval.
- Ensure all asset-tagged items are included on the obsolete form.
- Coordinate with Purchasing for items that may still have resale value.
- Coordinate with custodial staff for approved disposal of worthless items.
- Maintain records of all obsolete items submitted for audit purposes for at least 5 years. Electronic method is acceptable.
