Appendix J

Appendix J

ASSET SHARING GUIDELINES

A. Objectives

1. Through collaborative efforts between all Village Departments and other external

stakeholder groups (Park District, School District, County Government, etc…), Asset Sharing

initiatives will be used to reduce asset redundancy and save money.

2. To increase collaboration between both internal and external agencies and improve

productivity and organizational understanding.

3. Asset Sharing efforts are limited to local, regional, state and federal taxing bodies

only, except as provided for specific outside groups with the approval of the Village

Manager or designee.

B. Asset Sharing Considerations

Once an asset has been determined to be in need of replacement, the requesting department should

follow the process outlined below as part of its regular evaluation. (This process would apply to new additions to the asset inventory as well).

1. Identify potential sharing partners.

a. Can the asset be shared with another department within the Village or

outside agency?

b. Is the sharing of the asset appropriate and practical with type of asset and the department/agency for which it will be shared?

c. Will the proposed partner be willing to share equally, or in part, the cost of

the asset being purchased as well as the long-term operational cost once acquired?

2. Once a determination has been made that asset sharing is appropriate and practical,

and the parties have agreed to participate in such an engagement, an Intergovernmental

Agreement (IGA), Letter of Understanding (LOA) or some other written agreement should

be drafted or reviewed by the Village Attorney

Asset Sharing Policy

3. The agreement should clearly identify the responsibilities of the parties with respect to:

a. Acquisition cost

b. Who will perform the maintenance

c. Maintenance costs allocation

d. Storage

e. Use and scheduling f. Accounting and budgeting

g. Decommissioning and sale of the asset

h. Other operational considerations.

4. Village department directors will be responsible for ensuring that this policy is

communicated to all employees, particularly those with purchasing authority.