Property Asset Management P A M Program PROPERTY

Property & Asset Management (P. A. M. ) Program PROPERTY & ASSET Online Shopping: www. hsv. k 12. al. us MANAGEMENT STRATEGY: “Ensure the financial integrity of HCS” $ As of: April 4, 2013 Louis “Lontrell” Harris Asset Management Coordinator Huntsville City Schools Outline -History of PAM -How does PAM work? -Asset Redistribution -Asset Disposal Request POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program Where we were: • Neglected property/in-school storage • No recycle program • No district asset visibility • Reuse only at bldg level • Unnecessary furniture purchases • No central storage • Uncertainty • Disposal? • Paper Records? Stewardship? History: April 2012, T&W was contracted to inventory 2 schools and then a follow-on baseline pilot at Huntsville High School to prepare for a system wide project. Where we are headed: P. A. M. High School Aug-Inventory Contract Begins Aug-Catalog and Disposal of Inventory Sep-Process new textbooks Oct-Retrograde old textbooks Info Tech Middle School Board/ Superintendent Finance ROTC Excess Property Transfers Inventory Storage Re-use/Recycle Community Nov- E-book Reproduction Dec-Establish Depot (Stone) Personnel P-8 School PAM Title Programs POC: Mr. Lontrell Harris, Asset Mgt Coordinator PTA As of: April 4, 2013 Elementary School

Property & Asset Management (P. A. M. ) Program High School Info Tech Elementary School Middle School Finance ROTC Excess Property Inventory School Board/ Superintendent P-8 School Transfers Re-use/Recycle Community Storage On Target A. Customer Satisfaction B. Tools for Asse Visibility & Responsibility PAM C. Policy that is Flexible & Simple Personnel Educator Paradigm PTA Title Programs Administrative Paradigm Stewardship program for the careful and responsible management of public resources (assets) that includes the tracking of asset use, storage, and disposal in order to realize their maximum potential (minimize costs) throughout the asset’s life cycle in support of Excellence in Education. As of: April 4, 2013 POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program Why is the program important? • Minimize waste from additional spending when there are instances of neglected property held in excess • Maximize resource utilization including storage, transportation, and personnel via repeatable processes • Improve efficiency with records to validate item use when purchased, to support disposal by funding source rules, & to assist timely decision making High School 1. District Asset Visibility (53 Bldgs) Info Tech Middle School 2. Re-Use/Recycle Program School Board/ Superintendent Finance ROTC Excess Property Transfers Inventory Storage Re-use/Recycle Community 3. Automated Record Keeping Personnel P-8 School PTA As of: April 4, 2013 Elementary School PAM Title Programs POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program The Team: Security Const/Reno Trans Ops Dir Maint Facilities Curriculum Warehouse Ops (new delivery) Administration IT Assets Procurement White Vehicle Fleet (81) Container Mgt (28) Project Support (Promethean Bd) Facilities As of: April 4, 2013 Supply P. A. M. Standards Partners/Stakeholders: Logistics Asset Mgt Coordinator Warehouse Supervisor Dep Dir, Operations Asset Mgt Real Estate Assets Depot Warehouse Ops (re-use delivery) District Asset Mgt Warehouse Parts/Supply District Inv, Excess Moves, Catalog Text Book Warehouse (Processing/Trng/Inv) POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program Property & Asset Lifecycle Item Purchased & Shipped Expe Data cted 225 base of , 000 ~ item s Moves (Re-use) *Item Received at School/Dir • Re-use *Item Received at Depot (Stone) & Program Processed/Stored *Item Received at Warehouse & Delivered Item in Use by School/Dir (53 Bldgs)* • Recycle • Donations • Auction Catalog, Order, & Logistics Tracking System (COLTS) As of: April 4, 2013 Moves (new items) *AMT: Inventory Control (monthly) • Property Day • Cyclic Inventory • Updates/Reports • Excess Mgt Asset Management Techs (AMT) -High Schools: Thomas Combs/tcombs@tnwops. com -Middle Schools: Lauren Webb/lwebb@tnwops. com -Elementary/P-8 (team of 3): Nathan Haynes/nhayes@tnwops. com -Administrative: Neil Dodson/ndodson@tnwops. com POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program Overview (4 -Function Centered Methodology) HS #1 HS #7 HS #2 ETV W Hunts Annex Admin Bldgs Link Disposal Stone Ops Ed Tech Link Purchase Ops HS Bldgs HS #6 Merts HS #5 Stadium X 2 ES AMT P. A. M. Office Ele#1 Ele #7 Mid#1 MS AMT Mid #8 Mid #7 ES AMT Ele#2 Ele #6 Ele #3 Ele#8 P-8#1 Ele #14 Ele #4 Ele#9 Ele #13 Ele #12 #19 K-8 #2 K-8 #1 Mid #3 Mid #4 Mid #5 ES Bldgs P-8 #2 Ele #10 Ele #11 MS Bldgs Ele#16 Ele #20 K-8 #3 ES Bldgs Mid#2 Mid #6 Ele#15 Ele #21 As of: April 4, 2013 HS #4 HS AMT Admin AMT Ele #5 HS #3 Ele #17 Ele #18 P. A. M. Program policy enforcement & info flow POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program DISPOSAL and RE-USE Diagram 1. Shipment: Principal or Director approves property as excess for shipment to Stone or approves selected property available at Stone for delivery. Stone Redistribution Warehouse 3. Re-Use Savings: Directors/Principals save when they meet requirements with reuse items vs. making new purchases with their budgets. As of: April 4, 2013 $ 2. Processing: Warehouse staff assess condition of incoming property. The best salvageable items are stored for re-use at another HCS facility and out-dated items are stored for donation or auction. Unserviceable property is disassembled for recycle. $ 3. Disposal Savings: The money that is collected at the auction or from the recycle process is returned to HCS Finance Office.

Property & Asset Management (P. A. M. ) Program Asset Re. Use $146, 079. 57 PROPERTY & ASSET Recycle Metal $18, 944 MANAGEMENT Used Books $75, 669. 73 Asset Sales $0 Stone Video STRATEGY: “Ensure the financial integrity of HCS” $ As of: April 4, 2013 SY 12 -13 Gross Savings = Louis “Lontrell” Harris Asset Management Coordinator Huntsville City Schools $240, 693. 30 POC: Mr. Lontrell Harris, Asset Mgt Coordinator

Property & Asset Management (P. A. M. ) Program PROPERTY & ASSET MANAGEMENT Disposa l Request 2002 Ford Taurus – 119, 466 miles As of: April 4, 2013 Vote YES 1. Auction 2. Recycle 3. Donation 1970 s Clark Lift – 3, 174 hours Louis “Lontrell” Harris Asset Management Coordinator Huntsville City Schools POC: Mr. Lontrell Harris, Asset Mgt Coordinator