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Home My WebLink AboutMINUTES - 07201993 - 1.66 � • 66 a TO: BOARD OF SUPERVISORS FROM: Anne Marie Gold, County Librarian DATE: April 20, 1993 SUBJECT: AUTHORIZING RELIEF FROM CASH SHORTAGE IN REVENUE ACCOUNT AT THE SAN PABLO LIBRARY SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION RECOMMENDATION: Authorize relief of shortage at the San Pablo Library. Revenue Account, $100.00, pursuant to Government Code Section 29390. BACKGROUND: $100.00 was discovered missing on Thursday, April 1 , 1993, by the Library Assistant who was completing the opening desk procedure at the Branch. The money was last counted on March 31, 1993 by the Library Clerk completing the opening procedure. It was placed in a locked locker. There were no signs of break-in. The Auditor-Controller recommends relief of said shortage. CONTINUED ON ATTACHMENT:_YES SIGNATURE: —RECOMMENDATION OF COUNTY ADMINISTRATOR—RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER_ VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENT ) AND CORRECT COPY OF AN ACTION TAKEN AND AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS M4 THE DATE SHOWN. ATTESTED U Contact:Jerome J. Prideaux,646-6423 PHIL BA_4HELOR,0,LERK OF THE BOARD OF SUPER SORS�QND COUNTY AD INISTRATOR cc: County Library (//J County Administrator By DEPUTY County Auditor I:1BOSSHORTAGE.SP 1� CONTRA COSTA COUNTY LIBRARY INTER-OFFICE MEMO DATE: April 20, 1993 TO: Phil Batchelor, County Administrator FROM: Anne Marie Gold, County Librarian SUBJECT: RELIEF FROM SHORTAGE IN REVENUE FUND ACCOUNT AT THE SAN PABLO LIBRARY REFERENCE: Administrative Bulletin 107.5 Pursuant to Government Code Section 29290 In compliance with referenced bulletin, there is an attached report to the Board of Supervisors requesting relief from a shortage at the San Pablo Library for the amount of $100.00 (Revenue Fund Account). To the best of my knowledge, the shortage was not caused by fraud, nor gross negligence. The Auditor-Controller recommends relief of the $100.00 cash shortage be granted. AMG/ljf I.Neanne\shoriagexao Office of COUNTY AUDITOR-CONTROLLER Contra Costa County Martinez, California April 19, 1993 TO: Phil Batchelor, County Administrator FROM: Kenneth J. Corcoran, Auditor-Controller By: Terry Vanden Heuvel , 14 SUBJECT: Relief of Cash Shortage - San Pablo Branch Library We have reviewed the attached request dated April 12, 1993 from Anne Marie Gold, County Librarian, for the relief of a $100 cash shortage. The San Pablo Police and the Library's investigation appear adequate. Based on the Library's statement that cash controls will be strengthened we recommend that relief of the $100 shortage be granted. KJC/TVH:ad Attachment Office of COUNTY AUDITOR-CONTROLLER ;:-oo m Costa uou,,.. Contra Costa County RECEIVED Martinez, California April 19, 1993 APR 19 1993 Office of TO: Phil Batchelor, County Administrator CountY Administrator FROM: Kenneth J. Corcoran, Auditor-Co troller By: Terry Vanden Heuvel � , , SUBJECT: Relief of Cash Shortage - San Pablo Branch Library We have reviewed the attached request dated April 12, 1993 from Anne Marie Gold, County Librarian, for the relief of a $100 cash shortage. The San Pablo Police and the Library's investigation appear adequate. Based on the Library's statement that cash controls will be strengthened we recommend that relief of the $100 shortage be granted. KJC/TVH:ad Attachment CONTRA COSTA COUNTY INTER-OFFICE MEMO '93 APR 15 P12 :25 DATE: April 12, 1993 TO: Kenneth J. Corcoran, Auditor-Controller FROM: Anne Marie Gold, County Librarian SUBJECT: RELIEF OF SHORTAGE - SAN PABLO LIBRARY - APRIL 1, 1993 REFERENCE: Administrative Bulletin 107.5 Pursuant to Government Code Section 29390 In compliance with referenced bulletin, we are requesting relief from a shortage at the San Pablo Library of $100.00 (Revenue Account). Attached are copies of the San Pablo Branch Librarian's Report of Missing Funds dated April 1, 1993, San Pablo Police Report Number 93-4099, follow up conducted by Library administrative staff and a new procedure established as a result of this incident. To the best of my knowledge, the shortage was not caused by fraud, nor gross negligence. It is requested that your office take necessary action to rejjj ,iyecefIpwnent of the shortage. ROUTING SLIP AMG/Ijf o zq L Z Q - k Attachments - a/sAdmin.Svcs.Ott. Acct..Svcs.Ott. — Audit ;riz;s;•Acct.!I-B —i-3— E;udyet_4nalyst ��:.—• I:,I;�' " ACCT I!h. cost AWL. I �tfi::t SVCS.�.f. t:.SVCS.�If. RECEIVEDP_��_ �, is t Spec,O;;t rcr — . ntrol t �y,lCP,;S I:VrANNL1SHOR'rAGE APR 1 �' 1993 vs F �t;:-;ri;: , a l.aw INTERNAL AUDIT DIVISION —�� °" t;-i;°`�' '._....— Land C'i�r52 REPORT OF NIISSING COUNTY FUNDS/EQUIPMENT . How much money is missing? $ 100.00 (5 x $20 h;I 1 s) (Total, Library Change Fund $ Library Reserved $ Reserves $ Xerox Copies $ Copy Machine Change Fund $ What equipment is missing? Who discovered missing funds/equipment? Will White Name of person who last counted and/or locked up money. Lorraine Whittington Where was money kept? Locked cabinet in workroom Where was money found? Locked cabinet in workroom Were there any signs of a break-in? no List signs: Date and time Police Department was notified. Thurs 4/1/93 9:30 am Name of Police Officer. T. Redman Case Number. 93-4099 1.393/92 Comments from Police Officer: We should count move} twice daily Date and Time Administration was notified. Thurs 4/1/93 10:15 am Susan phoned Rose-Marie Kennedy Action Taken[R.ecommended Precautions or suggestions by Branch Librarian: We will count all cash twice every day, before opening and clositi Other Missing Items --- Non-County: (e.g. Friends money, Staff personnel belongings) THIS IS TO VERIFY, UNDER PENALTY OF PERJURY, THE INFORMATION REPORTED HEREIN; AND THAT AS FAR AS CAN BE ASCERTAINED, NEITHER THE SHORTAGE NOR ANY DELAY IN ITS DISCOVERY WAS CAUSED BY FRAUD OR GROSS NEGLIGENCE. Branch Librarian Signature Title 4/2/93 Date 1.39(3/92) °i"`Y SAN,PABLO POLICE ]DEPARTMENT "° Courtesy R�7xxt a"a Rcl'0" #5 Alvarado Square J Tcicplxxx Report I San Pablo,California 94806 ution Desired (415)237-8706 age�_Of 3 No Prosctiutiori Desired efer Other Reports ODE ' �I N RIME 12 SIFICATIO RIMARY ECONDARY THER c 416ECTf • r� / e.� o .o�-/� R EOCATION(Be Specific) ATE RPTD OCCURRED ON/OR ATE AY IME I _ z/o / /l�ex`e'r :5V s/-/-f 3 BETWEEN 3'93 GC,4lp ® IRsi7 M M NAME(At LocationY ME RPTD ATE / IME E p 13 X,4-4 3 Z AND O AM t._First,Middle) CUPATION O.B. GES I M HI 3 BLK H50R /jt /z— - 2 F 2 MEX 4 Al 6 OTHER( N- Hki, IPCODE ES.PHONE V US.ADDRESS � IP CODE US.PHONE P Zoo/ /12 19 AV 'AME(La. .First, Ic)/ CUPATION O:B. GES IM R I WHI 3 BLK 50R R �/ ' 1. R 2 F 2 MEX 4 Al 6 OTHER T ITY IP CODE ES.PHONE I` - E US.ADDRESS I KIP CODE 3US.PHONE (CENSE NO. 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CASE STATUSH CLOSED U PENDING USPENDED U UNFOUNDED U F/U DATE LJOTffER COPIES TO: CHIEF UDET LJ OTHER AGENCYLI OTHER ROUTING U CAU LJ DA ENTERED BY: CHECK IF SUSPECT REPORT IS ATTACHED CHECK IF PROPERTY SHEET 1S ATTACHED CHECK 1F MORE NAMES IN CONTINUATION EPORTING OFFIC�/�jj D# ATE VIEWED BY D# rSSIGNEDTO OFFICER ,��n/1r1 �, - 1-43 `{ • SAN PABLO POLICE DEPARTMENT PAGE CASE NO.' 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S /�D /fes ;yo,,',0 1 t CHECK REPORTFS ATTACHED SHEET ATTACHED SUSPECTIO IED CHECK IF N3 F/U DATE CONTINUATION ECK IF MORE NAMES STATUS ❑ SUSPENDED Cl❑ UNFOU DED COPIES ❑ CHIEF ❑ CII ❑ PATROL ❑ DET ❑OTHER AGENCY ❑ OTHER ROUTING ENTERED BY TO: ❑ DMV ❑ CAU ❑ABC(2 copies) ❑ DA REPORTING I I.D.# DATE REVI ED BY I.D. # DATE ASSIGNED TO OFFICER 61014,** 175.5 -/--13 t q-z-,3 SAN PABLO- POLICE DEPARTMENY PAGE CASE No. NARRATIVE REPORT 2 /k r 4 L 5 s 6 /;-C— S c \%_ ` 7 N l� SON . C�Cn�C� �ia��ss�r / r L1GP' 8 � S r 9 10 Im"er IV 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 Ei CHECK IF SUSPECT cCHECK IF PROP/EVIDFIN CHECK IF MORE NAMES CASE ❑CLOSED ❑ PENDING ❑ F/U DATE REPORT IS ATTACHED SHEET ATTACHED CONTINUATION STATUS ❑ SUSPENDED ❑ UNFOUNDED COPIES ❑ CHIEF ❑ CII ❑ PATROL ❑ DET ❑ OTHER AGENCY ❑ OTHER ROUTING ENTERED BY DMV 0 CAU 0 ABC(2 copies) ❑ DA REPORTING Offjf ER I.D.# DATE REVIEvXkD BY I.D. # DATE ASSIGNED TO OFFICER CONTRA COSTA COUNTY LIBRARY INTER-OFFICE MEMO DATE: April 7, 1993 TO: Rose-Marie Kennedy, Deputy County:Librarian FROM: Jeanne Fabbri, Clerical Supervis ItARY - APRIL 1� 1993 SUBJECT: MISSING FUNDS - SAN PABLO L ) L Attached are copies of the Report of Missing County Funds submitted by Susan Reeve, San Pablo Branch Librarian, and Police Report Number 93-4099, written by Officer T. Redman, San Pablo Police Department, concerning $100.00 missing from secured funds at the San Pablo Library. Susan Reeve recommends that the cash be counted twice daily, before opening and after closing, as a solution to the pr6blem. The Auditor does not concur. On April 6, 1993, 1 spoke to Terry VandenHeuvel, Auditor's Office, regarding this theft. He advised that too many staff members have the key to the secured funds. Each permanent staff member has their own key. He recommends that there be a key custodian each day and that the custodian is the only staff person to have access to the cash security key. The key custodian would be the only staff person for the day to have access to the funds. The cash could continue to be counted once per day and records would indicate on a daily basis who the custodian for the day would be. The branch would-have one key to the secured cash location and on a daily basis one staff person would have this key. Would this procedure be too difficult to follow? C�ot �- CONTRA COSTA COUNTY LIBRARY INTER-OFFICE MEMO DATE: April 12, 1993 TO: Susan Reeve, Branch Librarian San Pablo Branch Library FROM: Jeanne Fabbri, Clerical Supervisor SUBJECT: CASH SECURITY AT SAN PABLOQLIARY Per our telephone conversation this date regarding cash security at the San Pablo Library: It was decided the San Pablo Branch will each day have a cash security custodian who will be solely responsible for accessing secured funds. On a daily basis only one staff member will access the secured funds at the San Pablo Branch. The assigned staff member will transfer funds from the cash register to the secured location. The cash security assignment will be recorded on the Cash Receipts Journal by the assigned person placing their initials on the Journal in the date section. The staff at San Pablo will also count the secured funds twice per day, as recornmended by the San Pablo Police Department. jf Attachment cc: Rose-Marie Kennedy, Deputy County Librarian I +I I - i z cz _....; cl — I • i i I U I C y � j V. 4fi <D h i0 O r r r