Asset Responsibility Policy

Back to 5-02 Policy for Capital Project and Asset Responsibility

1. 1. Sonoma Public Infrastructure Department has exclusive responsibility and authority for the following:
      1. Any and all modifications to Land, Building, and Land/Building/Leasehold improvements (except for landscaping) at all County owned General Government Facilities. Responsibility and authority for modifications at leased facilities depends on the terms of the lease. Funding for modifications is to be determined on a case-by-case basis.
      2. Development and maintenance of Land, Building, and Land/Building/Leasehold improvements (except for landscaping) for County owned facilities (not including leased facilities) in order to ensure that the long-term value of the Fixed Asset is not diminished and its functionality is maintained and not degraded.
      3. For leased facilities, responsibility for development and maintenance of Land, Building, and Land/Building/Leashold improvements depends on the terms of the lease.
      4. Lease negotiation and management is the responsibility of the Sonoma Public Infrastructure Real Estate Manager as described in the County Administrator’s Office Administrative Policy 7-2.
      5. Administration of facility related Projects pursuant to the Public Contracts Code, Uniform Building Code and other laws, policies and regulations for General Government Facilities.
      6. Safe operation and maintenance of the Land, Building, and Land/Building/Leasehold improvements at County owned facilities (responsibility for operation and maintenance at leased facilities depends on the terms of the lease).
   2. Regional Parks Department has exclusive responsibility and authority for the following:
      1. Any and all modifications, development and maintenance of landscaping at County owned General Government Facilities. When landscaping is part of a Capital Project managed by Sonoma Public Infrastructure, Regional Parks Department will provide oversight and approval of the landscaping components.
      2. Administration of landscape related Projects pursuant to the Public Contracts Code, Uniform Building Code and other laws, policies, and regulations for General Government Facilities.
      3. Safe operation and maintenance of landscaping at County owned facilities
   3.  Occupying Departments are responsible for the following:
      1. Maintain, repair and replace equipment and fixtures used for programmatic purposes. Replacement of equipment and fixtures may be funded through the Capital Project Plan and Budget, according to priority; refer to Section II C of Auditor-Controller-Treasurer-Tax Collector Fiscal policy Manual FA‑1 Accounting for Capital Asset for capitalization thresholds.
         1. Fiscal Policy FA-1 Accounting f0r Capital Assets
      2. Safe operation and maintenance of equipment and fixtures. If there is an impact on the Land, Building, and Land/Building/Leasehold Improvements, Sonoma Public Infrastructure may assume responsibility.
   4. Sonoma Public Infrastructure, Regional Parks Department and Occupying Departments have responsibility to ensure that activities are carried out safely, efficiently, in compliance with all applicable laws and ordinances, and at the lowest total cost to the County. In meeting this responsibility, departments should make sure that employees work within their job classification and not perform tasks for which they are not trained or equipped to do, such as moving furniture or working on building systems.
   5. Sonoma Public Infrastructure, Regional Parks Department and the Occupying Department acknowledge their respective capabilities and roles and their mutual dependency in the conduct of business, and will cooperate in day-to-day operations.
   6. Upon agreement and on a case-by-case basis, Sonoma Public Infrastructure may assist the Occupying Department in maintaining those items that are the Occupying Department’s responsibility based on the technical capability and staff resources available. Financial responsibility shall be negotiated in each situation and are subject to periodic review. Sonoma Public Infrastructure will determine when it is no longer economically beneficial to continue to maintain a programmatic Asset and will advise of the need for replacement in time to be included in the operating budget request of the Occupying Department. If Sonoma Public Infrastructure agrees to maintain an item that is the responsibility of the Occupying Department, Sonoma Public Infrastructure shall review and approve the replacement of that item.
   7. When necessary, Sonoma Public Infrastructure and the Occupying Department will identify specific Assets to be maintained and establish a list that identifies responsibility pursuant to this Policy. Periodically, this list shall be reviewed by the department heads for each organization to ensure that operations are as efficient and cost effective as possible for their respective departments and the County as a whole.
   8. Damage resulting from negligence or vandalism shall be repaired at the expense of the department or agency that has best opportunity to control it.
   9. When it is in the best interest of the County, the County Executive may direct financial arrangements that differ from this policy.

Attachment: Allocation of Furniture and Equipment Costs for Project Budgets – Baseline List (Typical Tenant Improvement project). Allocation for specific projects depends on budget goals and constraints.

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Office Furniture

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Office Equipment

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Electronic and Audio/Visual Equipment

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Food Service Equipment

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Specialty Equipment and Supplies

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