Equipment and Vehicle Oversight

Equipment and Vehicle Oversight 

Summary 

We supply our campgrounds with maintenance equipment and vehicles to efficiently run the properties and complete daily tasks. It is important that equipment and vehicles are maintained properly to ensure long life. It is further required that equipment and vehicle information be properly logged and tracked within our inventory system.  

Tracking Equipment 

A personal property list is provided to the company upon the closing of a property acquisition. Upon receipt the Regional Manager and General Manager must go through this list and add all equipment and vehicles to the SSC Equipment and Vehicle Inventory Log.  

What to Track 

Any equipment with a value of $200 or greater must be managed within the Equipment Log. This includes the following: 

• Landscaping equipment 

• Examples: Leaf Blowers, String Trimmers, Lawn Mowers, Edging Equipment Wheelbarrows, etc. 

• Trailers 

• Vehicles 

• UTV’s 

• Tractors 

• Tractor Accessories 

• Heavy Equipment 

• Golf Carts 

Utilizing the Inventory Log 

Inventory Information 

• Item Description 

• Manufacturer 

• Model 

• Serial Number 

• Location – where is it stored on property 

• Date of Purchase (acquisition date should be used for all items in initial property list) 

• Purchase Price 

• Remaining Life – Assumption of years or hours left in the life of the equipment 

Removal Information 

• Removal Date – Date removed from inventory 

• Reason for removal 

• Who approved the removal 

• Sales price if the equipment was sold 

Removal and Sales of Equipment or Vehicles 

Equipment may not be removed from inventory without the Regional Manager’s knowledge. For larger, more expensive, pieces of equipment and vehicles, sale or removal may not take place without the approval of the following individuals: 

• Regional Manager 

• Directors of Operations 

• Director of Finance 

The process below must be followed to receive approval to market and sell large equipment: 

• General Manager emails a request to sell the equipment to the Regional Manager 

• Regional Manager reviews and if they agree sends the request up to the Director of Operations with a copy to the Director of Finance. 

• Email Template 

• Subject Line: Request to Sell <equipment name> Property Code 

• Body of Email:  

• Item Description 

• Mfg. 

• Model 

• Serial Number 

• Reason for request 

• Assumed Value (use bluebook pricing for vehicles and heavy equipment) 

• Recommendation for selling price 

• Once approval is granted, the General Manager will work with the Regional Manager to market the equipment. 

Finalizing The Sale

The following process must be followed to receive approval to accept an offer and finalize the sale: 

• General Manager emails a request to accept an offer the Regional Manager 

• Regional Manager reviews and if they agree sends the request up to the Director of Operations with a copy to the Director of Finance. 

• Email Template 

• Subject Line: Request to Accept Offer On <equipment name> Property Code 

• Body of Email:  

• Item Description 

• Mfg. 

• Model 

• Serial Number 

• Listed selling price 

• Actual Offer 

• If below listed price – reason to accept offer 

Once approval is granted: 

• The General Manager will forward the approval email to the accounting department and request that a bill of sale be drawn up.  

• The General Manager must ensure that the buyer's full name, address, phone number and email address are included in this request. 

• NOTE: In the case of a vehicle or equipment piece requiring a title transfer, our company policy is that we execute all title transfers. Therefore, the General Manager will request 4 copies of a Limited Power of Attorney for the buyer to sign. 

• Accounting Department creates the necessary documents and delivers to the General Manager 

• The General Manager will: 

• Collect the Buyer’s signature on all documents 

• Collect the sales proceeds 

• NOTE ALL PROCEEDS MUST BE IN THE FORM OF GUARANTEED FUNDS: CASHIER’S CHECK OR MONEY ORDER AT NO TIME WILL CASH OR PERSONAL CHECK BE ACCEPTED 

• Fully executed BOS is to be returned to the accounting department 

• Proceeds are to be deposited into the local bank using a separate deposit slip  

• Copy of the deposit slip must contain a note on the top indicating what the funds are for. Example: Sale of 2009 Chevy Silverado 

• Follow the Onsite Cash Handling process for storage of deposit slips