IV.3. Establish Legislative Policy 6-K Capitalization Policy; Harkess
December 2, 2014 Council Report 2014-132
ESTABLISH LEGISLATIVE POLICY 6-K
CAPITALIZATION POLICY
Proposed Action
Staff recommends adoption of the following motion: Move to Adopt Resolution 2014-078 establishing
Legislative Policy 6-K Capitalization Policy.
Adoption of this motion will create Policy 6-K, Capitalization Policy within the Legislative Policy Manual.
Overview
The City of Hopkins does not currently have a formal Capitalization Policy setting forth conditions under
which assets purchased or acquired are capitalized. The policy currently being used is based upon best
practices and industry standards. This formalizes the policy and incorporates it into the Financial Policy
section of the Legislative Manual.
In particular this policy sets forth what types of assets are capitalized; the costs related to the asset
acquisition and sets a minimum value for capitalization.
The attached policy was drafted using examples from other cities and best practices as established by the
GFOA.
Primary Issues to Consider
Formalizing a policy as it relates to establishing guidelines for capitalizing asset acquisitions and
purchases.
Supporting Information
Resolution 2014-078
Legislative Policy 6-K
_____________ ___________
Christine M Harkess, CPA, CGFM
Finance Director
Financial Impact: $ None Budgeted: Y/N N/A Source: N/A
Related Documents (CIP, ERP, etc.): CIP Notes:
CITY OF HOPKINS
Hennepin County, Minnesota
RESOLUTION NO. 2014-078
A RESOLUTION AMENDING LEGISLATIVE POLICY MANUAL,
ESTABLISHING CHAPTER 6-K CAPITALIZATION POLICY
WHEREAS, The City has an informal capitalization policy based on using best practices and
industry standards; and
WHEREAS, the policy has not been reviewed for changes in the industry; and
WHEREAS, the policy is not included in the Legislative Manual as part of the City’s financial
policies;
NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Hopkins hereby
establishes Legislative Policy 6-K, Capitalization Policy.
EFFECTIVE DATE: This amendment will go into effect on December 2, 2014.
nd
Adopted by the City Council of the City of Hopkins this 2 day of December, 2014.
By ___________________________________
Eugene Maxwell, Mayor
ATTEST:
_______________________________
Amy Domeier, City Clerk
POLICY 6-K
CAPITAL ASSETS CAPITALIZATION POLICY
1.PURPOSE
1.01The capital asset policy is to provide guidance to management for recording,
depreciating and tracking the capital assets of the City.
2.DEFINITION
2.01Acapital asset is defined as a financial resource that is tangible or intangible in
nature, complete in and of itself, and is not a component of another. The asset has a
useful life of not less than three (3) years, is not a repair part or supply item and has a
value equal to or greater than the capitalization threshold of $5,000.
a.Capital assets include all land, land improvements, buildings, building
improvements, construction in progress, machinery and equipment, vehicles,
infrastructure (see below), easements, works of art and historical treasures
acquired by the City for use in providing services to its citizens. A capital asset is
to be reported and depreciated in the City’s government-wide financial
statements.
b.Infrastructure assets are long-lived capital assets that normally can be preserved
for a significant greater number of years than most capital assets and are normally
stationary in nature. Examples include roads, bridges, tunnels, drainage systems,
water and sewer systems, and dams. Infrastructure assets do not include
buildings, driveways, parking lots or any other examples given above that are
incidental to property or access to the property. However, acquisitions of water
and sewer infrastructures are added to the utility fixed asset inventory based on
current costs of construction and are depreciated accordingly.
2.02Aninexhaustible land improvement is defined as an improvement that does not
require maintenance or replacement, expenditures to bring land into a condition to
commence assembly of structures (but not part of the structure), and expenditures for
land improvements that do not deteriorate with use or passage of time. The additions
are part of the cost of the land and are generally not exhaustible; thus, not
depreciable.
2.03Acapital lease is a lease that may be capitalized as a City capital asset if any one of
the following criteria applies:
a.Ownership of the property transfers to the lessee by the end of the lease term,
b.The lease contains a bargain purchase option,
c.The lease term is equal to 75% of the estimated useful life of the asset, or
d.The present value of the minimum lease payments exceeds 90% of the fair value
of the asset at the beginning of the lease.
Legislative Policy Manual – Chapter 6-K
3.CAPITAL ASSETS TO BE INVENTORIED
3.01The City will account for all capital assets that have a useful life of greater than three
(3) years and with a value equal to or greater than the capitalization threshold of
$5,000.
3.02The following assets are considered inventory items and must be carried on the
property records of the City.
a.All land and land improvements,
b.Capitalized capital assets with a unit cost (including sales tax and ancillary costs)
of $5,000 or greater. These assets would include the following:
1.Land improvements
2.Buildings and building improvements
3.Infrastructure and infrastructure improvements
4.Easements
5.Furniture, vehicles, equipment and machinery
6.Leasehold improvements
7.Construction in progress
a)The city recognized that construction in progress is on-going and that
when deemed complete by administration and city engineering staff,
construction in progress will be listed as an acquired asset and normal
depreciation procedures will be followed.
4.VALUE OF THE CAPITAL ASSETS TO BE INVENTORIED
4.01The capital asset is valued at its historical value or the estimated historical value if the
actual value is not known at the time of purchase. The cost of a capital asset should
include capitalized interest and ancillary charges necessary to place the asset into its
intended location and condition of use. Donated assets will be reported at their
estimated fair value at the time of donation, plus ancillary charges if any.
4.02Land is to be capitalized but not depreciated. It is recorded at historical cost and
remains at that cost until disposal. All costs for legal services incidental to the
acquisition and other charges in preparing the land for use shall be included in the
cost.
4.03Land improvements include items such as excavation, non-infrastructure utility
installation, driveways, sidewalks, parking lots, flagpoles, retaining walls, fencing,
signs, outdoor lighting, and other non-building improvements intended to make the
land ready for its intended purpose. Land improvements are recorded only when the
City is responsible for maintenance and replacement of the asset (e.g., sidewalks that
must be maintained and replaced by property owners are not recorded as City capital
assets).
a.Land Improvements are further categorized as non-exhaustible and exhaustible
Non-Exhaustible
1. – Improvements that do not deteriorate with use or passage
of time are additions to the cost of land and are not exhaustible and therefore
not depreciable.
Exhaustible
2. – Improvements that are part of the site, such as parking lots,
landscaping, and fencing, are usually exhaustible and are depreciable
Legislative Policy Manual – Chapter 6-K
4.04Buildings shall be recorded at either their acquisition cost or construction cost. The
cost of new construction shall be carefully evaluated because projects usually consist
of major components such as land, land improvements, building construction
(including professional fees and permits), furniture, fixtures and equipment. In
addition, buildings include components such as roof, air conditioner system, etc., that
shall be recorded separately when significant because these building components
have different useful lives. The value of each component needs to be determined and
placed within its own category.
4.05Building improvements that extend the useful life shall be capitalized. Examples of
building improvements include roofing projects, remodeling or replacing major
building components.
4.06Construction in Progress - This is primarily used in conjunction with Capital Projects.
Capital Project costs are accumulated until completion, when cumulative costs are
transferred to the appropriate fixed asset account. Construction in progress shall be
capitalized and not depreciated.
4.07Furniture, Machinery, Equipment - Assets such as furniture, machinery and
equipment (that meet threshold levels) shall be capitalized and inventoried. These
items are described as tangible property not permanently affixed to real property,
which are needed in carrying out the operations of the City. Installation cost shall be
included in the capitalized amount. Some assets, individually, may fall below the
capitalization threshold but may be purchased in large quantities by the City (e.g.,
computers, chairs). City staff shall aggregate such assets and consider the materiality
and significance of them and, if material or significant, capitalize such items either
individually or in the aggregate.
4.08Vehicles are described as all equipment that must be titled by the Minnesota Division
of Motor Vehicles and bear a license tag. Cars, trucks and trailers are examples.
Vehicles shall be identified, inventoried, and depreciated.
4.09Easements – An easement is an interest in land owned by another that entitles its
holder to a specific limited use of the land. Therefore, easements are not required to
be reported unless the City paid for the easement
4.10Works of art and historical treasures shall be recorded at historical costs. Depreciation
is not required for collections or works of art that are inexhaustible
5.OBTAINING AN ASSET’S COST OF ACQUISITION VALUE
5.01Capital assets are reported at historical cost and shall include the cost of freight, site
preparation, architect and engineering fees, etc. If something other than cash is used
to pay for the asset, then the fair-market value of the non-cash payment or
consideration determines the asset’s cost or acquisition value. When the value of the
consideration paid can’t be determined, the asset’s fair-market value determines its
cost. With few exceptions, an asset’s cost shall also include necessary costs incurred
to place the asset in service. Costs include the invoice price plus incidental costs
Legislative Policy Manual – Chapter 6-K
(insurance during transit, freight, capitalized interest as described below, duties, title
search, registration fees, and installation costs). Exceptions to this rule include
interest expenses associated with deferred payments and real estate taxes paid, if any,
in the acquisition of property.
5.02Interest costs incurred during the period of construction of proprietary fund capital
assets shall be capitalized. The costs of capital assets for governmental activities do
not include capitalized interest.
INVENTORY
6.
6.01Inventory Records – The main control of asset inventory records will be the
responsibility of Finance department. The Finance department will update inventory
records when applicable or at the fiscal year end. Department heads will be
responsible for assets within their department, maintaining necessary control, and
maintenance of the asset. Department heads will be responsible to notify the Finance
department of changes to any assets acquired, such as but not limited to, additions,
disposal of assets due to damage, there is no longer any usefulness of life, additions
or repairs that may increase the usefulness of life.
6.02Physical Inventory – The City shall inventory all capital assets at least once every
other fiscal year. Each inventory record shall include: description, year of
acquisition, method of acquisition (e.g., purchase, donation, etc.), cost or estimated
cost, salvage value, and estimated useful life. The inventory record will also identify
the function(s) that use the asset. The existence, location, and condition of all fixed
assets shall be verified by taking an annual physical inventory, which is the
responsibility of each Department Supervisor. Department Supervisors will be
required to sign a form that the listing for their department has been verified and is
complete and accurate.
7.DEPRECIATION
7.01It is the City’s policy to use the straight-line depreciation method. The cost of the
asset is written off evenly over the estimated useful life of the asset. The total amount
depreciated can never exceed the asset’s historic cost. To avoid the complications of
depreciating each asset from the specific month in which it is placed in service, the
City will utilize an end of year convention. Under this convention, no depreciation
will be taken in the year of acquisition and a full year in the year of disposition.
7.02The following ranges represent guidelines in setting estimated useful lives for capital
asset reporting:
a.Land and easements Not depreciable
b.Buildings and structures 20-50 years
c.Equipment and machinery 3-20 years
d.Distribution and collections systems 50 years
e.Streets and public infrastructure 25 years
Legislative Policy Manual – Chapter 6-K
8.DISPOSITION OF CAPITAL ASSETS
8.01Capital assets may be disposed of in accordance with State Statutes and guidelines
through the following methods:
a.Sold by public auction or advertisement for bids
b.Exchanged or traded-in for a replacement
c.Retirement – recycled or placed in garbage (obsolete or broken items)
9.LEASES
Operating Leases
9.01 are not capitalized. A lease is an operating lease if it does not
transfer the benefits and risk of ownership to the City. Operating lease payments are
recognized as expenses/expenditures to the local governmental unit when they
become payable.
Capital Leases
9.02 will meet one of the following criteria:
a.The lease transfers ownership of the property to the governmental unit by the
end of the lease.
b.The lease contains a bargain purchase option (an option extending to the leasee
the right to purchase the leased property at a price so favorable that the exercise
of the option appears, at the inception of the lease, to be reasonably assured).
c.The term is 75% or more of the estimated life of the leased property.
d.The present value, at the beginning of the lease term, of the minimum lease
payments is at least 90% of the fair-market value of the leased property to the
lessor.
9.03 Capital leases are capitalized at the lesser of either the present value or the fair-market
value. The present value is determined to be the amount that would be borrowed to
purchase the asset at the inception of the lease.
ITEMS NOT CONSIDERED TO BE FIXED ASSETS
10.
10.01In order to clarify the question of asset classification, the following list of specific
examples is provided.
a.Computer Software: Computer software, regardless of cost, is not regarded as a
fixed asset because it is not a tangible item. Most of the purchase price of
software consists of a one-time license fee to use the product only. The media
and documentation costs are incidental.
b.Maintenance and Repair Replacements: The replacement costs of component
part(s) of a fixed asset, not the entire asset itself, during a maintenance and
repair operation which also enhances the performance or life of the asset are not
generally considered to be capital asset additions or modifications. For
example, replacing an original disk drive with a higher capacity disk drive in a
microcomputer or a more powerful engine in a leaf vacuum machine is
considered to be maintenance and repair expense.
Legislative Policy Manual – Chapter 6-K
c.Draperies and Carpet: The original purchase price of draperies and carpet is
considered an addition to the total asset value of the building. Replacement of
either of these items is classified as maintenance to the building.
d.Supplies: Any supply, regardless of cost, that is not permanent and will be
consumed within a year is not considered a fixed asset.
Established 12/2/2014
City of Hopkins
Legislative Policy Manual – Chapter 6-K