MISSISSIPPI LEGISLATURE

1997 Regular Session

To: Public Buildings, Grounds and Lands

By: Representative Williams

AN ACT TO AMEND SECTION 29-9-3, 31-7-107 AND 31-7-113, MISSISSIPPI CODE OF 1972, TO PROVIDE THAT A BAR CODE SHALL BE ATTACHED TO EACH PIECE OF PROPERTY DESIGNATED BY THE STATE AUDITOR; TO PROVIDE THAT EACH BAR CODE SHALL BE OF THE TYPE PRESCRIBED BY THE STATE AUDITOR; AND FOR RELATED PURPOSES. 

BE IT ENACTED BY THE LEGISLATURE OF THE STATE OF MISSISSIPPI:

SECTION 1. Section 29-9-3, Mississippi Code of 1972, is amended as follows:

29-9-3. The inventories herein required shall show the name, description, serial number, purchase or construction date, and the cost or purchase price of each article or piece of property, and any further information which the State Auditor may require. A number shall be securely attached to each piece of furniture, equipment, or other property designated by the auditor not having a serial number, and the number shall be used in inventories as a serial number. Estimates may be used for purchase prices and dates on items purchased prior to January 1946, provided records of same are not available.

29-9-3. The inventories herein required shall show the name, description, serial number, purchase or construction date, and the cost or purchase price of each article or piece of property, and any further information which the State Auditor may require. A bar code shall be securely attached to each piece of furniture, equipment, or other property designated by the auditor as not having a bar code. Each bar code shall be of the type prescribed by the auditor and shall contain such information as the auditor may require. Estimates may be used for purchase prices and dates on items purchased prior to January 1946, provided records of same are not available.

SECTION 2. Section 31-7-107, Mississippi Code of 1972, is amended as follows:

31-7-107. In addition to the required central purchase system, from and after the first Monday in January 1989, each county shall establish and maintain an inventory control system pursuant to requirements prescribed by the State Department of Audit under the authority of Section 7-7-211 and in accordance with Section 31-7-113; provided, however, that not more than a sixty-day inventory of supplies, commodities and materials shall be kept on hand unless otherwise approved by the board of supervisors. Beginning July 1, 1999, as part of the inventory control system, a bar code shall be securely attached to each piece of furniture, equipment, or other property designated by the State Department of Audit as not having a bar code. Each bar code shall be of the type prescribed by the State Department of Audit and shall contain such information as the State Department of Audit shall require. The inventory control clerk shall be employed or designated in the same manner and by the same entity which employs or designates the purchase clerk. The inventory control clerk shall be responsible for the maintenance of such system and such other personnel as may be required for the efficient operation of the inventory control system and shall not be a member of the board of supervisors. No person shall serve as the inventory control clerk who, within one (1) year after his appointment, does not receive certification from the State Auditor as having successfully completed the professional education program offered for inventory control clerks pursuant to Section 19-3-77. The opening entries of such system shall be compiled by the inventory control clerk from a physical inventory which the board of supervisors shall cause to be made of all property of the county by April 1, 1989, and such beginning inventory shall be recorded in the minutes of the board of supervisors. The clerk of the board of supervisors shall deliver to the inventory control clerk a certified copy of such inventory within seven (7) days after the acceptance of the beginning inventory by the board of supervisors. Following acceptance of the beginning inventory, the inventory control clerk, pursuant to regulations promulgated by the State Auditor, shall perform physical inventories of assets of the county on or before October 1 of each year and shall file with the board of supervisors, in triplicate, a written report of such inventory. The clerk of the board of supervisors shall keep the original of each inventory report so filed by the inventory control clerk as a permanent record of the county and shall forward a copy to the State Department of Audit not later than October 15. In a separate report to the clerk of the board, the inventory control clerk shall list additions to and deletions from the annual inventory report and shall also list items unaccounted for from the previous annual inventory report.

SECTION 3. Section 31-7-113, Mississippi Code of 1972, is amended as follows:

31-7-113. The State Department of Audit, under the authority of Section 7-7-211, shall design and prescribe the form of the inventory to be made, the form and content of the bar codes, the form of the purchase requisition, the form of the purchase order, the form of the receiving report; prescribe systems of filing and prescribe the system of records necessary for the maintenance of a central purchase system, receiving system and an inventory control system; and shall promulgate and prescribe such other documentation, procedures and regulations necessary for the efficient maintenance of such systems.

SECTION 4. This act shall take effect and be in force from and after July 1, 1997.