Disposal of Stores, Plant and Equipment

Authority to Dispose

  1. The Vice-Chancellor shall convene a Board of Survey which shall report on unserviceable, obsolete or surplus stores, plant and equipment subject to a technical report on them and recommend the best method of disposal

  2. The Board of Survey's recommendations shall be approved by the Vice-Chancellor and the items shall be disposed off

  3. When a Head of Department/Section/Unit/Centre or officer-in-charge is of the opinion that certain stores are unserviceable or certain assets can no longer be used he/she shall inform the Registrar in writing.

Functions of Board of Survey

The functions of a Board so constituted shall be;

  1. to determine whether the items which have been the subject of enquiry are in fact damaged, bad or unserviceable

  2. to ascertain the circumstances which led to their being declared bad, damaged or unserviceable

  3. to make such recommendations or decisions as may be considered necessary for the sale, disposal or destruction of the condemned stores, either by public auction or open tender.

All decisions of the Board shall be subject to the approval of the Vice-Chancellor.

Disposal Procedure

Disposal of obsolete/damaged/bad/unserviceable items shall be by:

  1. transfer to government departments or other public entities, with or without financial adjustment

  2. sale by public tender to the highest tenderer, subject to reserve price

  3. sale by public auction, subject to a reserve price, or

  4. destruction, dumping, or burying as appropriate.

In the case of perishable items, the Registrar in consultation with the Director of University Health Services, may direct that they shall be disposed of forthwith

Any report submitted to the Vice-Chancellor shall be signed by the members of the Board. Where there is a dissenting view by any member of the Board as to the manner an asset should be disposed of or as to the conclusion reached by the Board, such member shall make his views known in a minority report

Members of the public or staff members who buy assets or stores as a result of Board of Survey enquiry shall produce receipt of payment before the purchased items can be handed over to them.

Membership of Board of Survey

The membership of Board of Survey shall be as follows:

Pro-Vice-Chancellor  Chairman
Registrar  Member
Director of Finance or his/her representative  Member
Deputy Registrar, (DLCGS) Director of Development or his/her representative   Member
The Director of Internal Audit The Estate Officer or his/her representative     Member
Transport Officer                 Member
Assistant Registrar/ Senior Assistant Registrar (Legal Section, DLCGS)     Secretary

 

Where necessary, technical advice from an external assessor would be sought.