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Sheridan launches citywide inventory for small, attractive equipment
Summary
City staff rolled out a citywide tagging and spreadsheet system to track small equipment such as power tools, mowers and portable generators; staff will perform annual checks starting each January.
Sheridan city staff on June 2 described a new citywide inventory program that tags and tracks small, movable equipment — items like power tools, weed eaters, backpack sprayers and portable generators — to reduce loss and improve asset visibility.
The program, presented by Heather Kaplinski, the city—s fleet and administrative coordinator, uses anodized aluminum alphanumeric tags and a master spreadsheet with division-specific tabs to record tag number, description, make, model, serial number, purchase location and assigned custodian. Kaplinski said the city ordered 7,100 tags for 16 divisions at a cost of about $5,600 and completed an initial tagging and verification process in March and April 2025.
Kaplinski said the inventory excludes police, fire and IT items (which will track their own equipment), vehicles and heavy equipment tracked by fleet, capital assets tracked by finance (items over $10,000) and consumables such as gloves and chemicals. She described a process for items that are broken, recycled or have lost tags: the original tag entry remains on the spreadsheet and is struck through with an explanatory note rather than deleted.
Council members praised the program as a practical step to reduce confusion over shared tools and to improve replacement and purchasing decisions. Council member Lightnam asked whether the system will track when tools are lent between divisions; Kaplinski said that decision would rest with supervisors and that most departments operate from separate buildings with limited sharing. Mayor Bridger asked whether the program could help identify brands with durability problems; Kaplinski said supervisors could use inventory records to note recurring failures but that such tracking is more common for consumables.
Kaplinski told the council that staff will conduct the inventory check each January going forward and that the spreadsheet includes an initial list with the 606 items identified and tagged during the recent check. She asked supervisors to fill in vendor and cost information moving forward, acknowledging that historic purchase data will be incomplete.
The new system is intended to complement existing fleet and capital-asset tracking and give supervisors and crews better visibility over movable equipment.
