Section 3: Resources
The institution exercises appropriate control over all its physical resources.
The Chief Financial Officer of Western Texas College, in conjunction with the President, is charged with maintaining the integrity of the Colleges inventory procedures as guided by the Colleges Institutional Policy Manual. Administrative Policy 2180(A)(11, 20) provides for the CFO to supervise and maintain an inventory of all properties of the college district and to supervise the sale of aged or obsolete college properties.
Inventories of equipment and other physical assets at Western Texas College are addressed by Board Policy 3440, which provides that “any item of equipment (including hand tools) and furniture with an initial cost value of $5000 or more shall be maintained on inventory,” and furthermore provides that “inventory records will be audited annually by the college district appointed auditor.” Administrative Policy 3440 requires that missing or lost inventory must be reported to the Chief Financial Officer on the appropriate “Missing or Lost Property” form. Inventory records are maintained in the Office of the Controller. The College fixed asset inventory lists older items by tag numbers, which connect to more detailed descriptive materials on file in the Office of the Controller. Due to the College’s recent changeover to new administrative software (the process was begun in January 2005 and the last software module in the package was installed in February 2007), descriptive information for older fixed assets has not yet been entered into the electronic inventory system. The fixed asset inventory report is also used for calculating depreciation of college property each year.
In addition to its inventory of fixed assets, the College also maintains an inventory of livestock on the College farm, and the external auditor performs a physical count of livestock each August as a part of the annual financial review. Additionally, WTC maintains a golf course Pro Shop inventory which is also physically checked by the external auditor each August. Finally, the College maintains a Central Supply Room in the administration building to provide uniform and economical office supplies, and the items there are also inventoried.
As is discussed in the review of Comprehensive Standard 3.10.1, WTC has a capitalization threshold of $5000 and a useful life in excess of one year for all asset classifications unless otherwise mandated for capital assets purchased with externally funded grants. All new capital assets with an initial cost of $5000 or more are tagged and/or assigned a unique inventory number by the Purchasing Clerk in the Business Office. A qualifying asset’s description, vendor, cost, classification and any other pertinent information are entered into the fixed asset program of the College’s fiscal software in order to maintain an inventory and to calculate annual depreciation of these assets. An asset with a purchase cost of $4999 or less is generally the responsibility of the individual department which has possession of the asset or which purchased the item, unless the asset is classified as telecommunications or periphery equipment. Such assets are the responsibility of the Dean of Institutional Research and Technology and the staff of the Technology Department.
Administrative Policy 2180(A)(30) directs the CFO to monitor physical plant operation maintenance. Beginning in 2003, the College outsourced plant maintenance to Johnson Controls, Inc., and its director is charged with maintaining building-by-building long-range plans for regular maintenance of all structures, mechanical equipment, and vehicles on campus. The Western Texas College 5-Year Building Maintenance Plan contains detailed records and projected costs of deferred and preventive maintenance through 2012, along with a Priority List for Building Improvement that includes projected replacement costs. Similarly, the Western Texas College 5-Year Vehicle Maintenance Plan provides detailed records of maintenance since 2003 for each of the College’s 34 vehicles, schedules of future maintenance, and complete records and plans for items such as heavy equipment, maintenance custodial carts, campus maintenance buggies, and trailers. The vehicle maintenance plan also includes a vehicle replacement priority list. Sample building and vehicle maintenance plans have been attached as documentation, and the complete documents are available in both the WTC Business Office and the Johnson Controls office.
Board Policy 3518 charges the College administration with the responsibility for providing sound insurance coverage, and the Chief Financial Officer has the task of evaluating and reducing financial and other types of risks to the College. The College purchases different forms of insurance to guard against financial loss from acts of nature, fire, personal injury lawsuits, automobile accidents, theft, embezzlement, and a wide variety of other situations that could cause a financial loss. The College has a sound insurance program that reasonably protects against almost any adverse situation that might occur. For example, the “Western Texas College Property Statement of Values” lists all building insurance in effect. Currently, the College is in the process of replacing roofs on every campus building as a result of a severe hailstorm in 2006.
As is noted in the review of Comprehensive Standard 3.11.2, the College has a proactive Safety Committee that ensures that appropriate safety and emergency procedures are maintained and updated.
Evidence of Support:
Administrative Policy 2180
Administrative Policy 3440
Board Policy 3440
Central Supply Inventory
Inventory Report 2006
List of Insurance Coverage
Pro Shop Inventory
Western Texas College 5-Year Building Maintenance Plan: Excerpt, Science Building
Western Texas College 5-Year Vehicle Maintenance Plan: Excerpt: Vehicle #104