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HomeMy WebLinkAboutMINUTES - 07082003 - C111 ..................................................................................................................................................................... ............................................................................... TO: BOARD OF SUPERVISORS Contra FROM: John Sweeten, County Administrator Costa County DATE: July 8, 2003 SUBJECT: TREASURER'S MONTHLY RECONCILIATION REPORTS Specific Request(s)or Recommendation(s)& Background & Justification Recommendation: Acknowledge the receipt of the Treasurer's Reconciliation Reports as of April 30, 2003 and May 30, 2003 as requested by the 1992 Audit Management Letter of December 30, 1992 from KPMG Peat Marwick. Continued on Attachment:—YES Signature: V Recommendation of County Administrator Recommendation of Board Committee --Approve Other Slgnature(s�, Action of Bo td n:n. 8, 2003 Approved as Recommended X Other Vote of Supervisors: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN X Unanimous(Absent IV AND ENTERED ON THE MINUTES OF THE Ayes:_ Noes: BOARD OF SUPERVISORS ON DATE SHOWN. Absent:—Abstai—n., **District III Seat VACANT** Contact:Tony Enea(335-1094) Attested: July 8, 2003 cc:Treasurer-Tax Collector John Sweeten, Clerk of the Board of Supervisors and County Administrator Byll, "'Catd, h"alty, DEPUTY ......................... ........... CONTRA COSTA COUNTY TREASURER TAX COLLECTOR 625 COURT STREET, ROOM 100-102 MARTINEZ, CA 94553-0063 TE: June 10, 2003 TO: John Sweeten, County Administrator r/y FROM: William J. Pollacek, Treasurer-Tax Collector SUBJECT: TREASUR'ER'S MONTHLY RECONCILIATI REPORT AS of MAY 30, 2003 Submitted herein is the Treasurer's Reconciliation Report as requested by the 1992 Audit Management Letter of December 30, 1992, from KPMG Peat Marwick. Attached are two exhibits: the Treasurer's internal cash and investments report (Exhibit 1); and, the Auditor's Treasurer's Control Fund General Ledger Report (Exhibit 2). A reconciliation page with explanations of the differences between the two reports is also included. WJP:CVJ:beb Attachments cc: Jack Cooper, Internal Audit ��.r A CgUNV FIECEIVED nr lc 4F ............I........................................................................................ ........................... CONTRA COSTA COUNTY Exhibit 1 05/30/03 NEW BALANCE CASH-VAULT&DRAWERS 393,708.96 CHECKS,ETC 7,894,344.72 UNION-REGENCY HILLS 0.00 WFB-ACCT 1312351 34,538,263.00 CASH IN BANKS 45,245,014.87 ***CASH ON HAND*** 88,071,331.55 TRUST-C.D.'S 2,939.24 TRUST-NEGO.C.D. 3,545,000.00 TRUST-COM'L PAPER 13,140,000.00 TRUST-REPO 0.00 TRUST-BKR'S ACCEPT 0.00 TRUST-U.S.GOVT 103,324,000.00 TRUST-L.A.I.F.TJ#1359 4,061,285.68 TRUST-OTHER(TAX GUARR.&SSI CHILDREN) 307,918.21 ***TRUST ACCOUNTS***8000 124,381,143.13 RET.ASSN,-C.D.'S 1,000,000.00 RET.ASSN.-NEGO.C.D.S 0.00 RET.ASSN.-REAL ESTATE 258,609,665.03 RET.ASSN.-ALTERNATIVE INV 50,513,786.40 RET.ASSN.-BONDS 871,700,363.18 RET.ASSN.-REPO TJ# 8,410,000.00 RET.ASSN.-STKS 1,130,267,469.19 ***RET.ASSN.INVEST***8901 2,320,501,283.80 DIST-C.D.'S 1,540,000.00 DIST-NEGO.C.D.'S 13,701,000.00 DIST-COM'L PAPER 86,367,000.00 DIST-ACALANES USD 0.00 DIST-MT DIABLO USD-GIC 0.00 DIST-BRENTWOOD USD 0.00 DIST-CCC COE 0.00 DIST-JOHN SWETT USD 0.00 DIST-ANTIOCH USD GIC 0.00 DIST-OAKLEY UESD 0.00 DIST-PITTSBURG USD 0.00 DIST-WEST CTY USD-GIC 36,825,000.00 DIST-LAFAYETTE SCHOOL DIST-GIC 0.00 DIST-LIBERTY UHSD-GIC 0.00 DIST-MARTINEZ USD-GIC 0.00 DIST-WALNUT CREEK SD-GIC 0.00 DIST-BKR'S ACCEPT. 0.00 DIST-REPO 0.00 DIST-U.S.GOVT 115,490,000.00 DIST-LA.I.F.TJ#1360 536,359,437.66 DIST-MED TERM NOTE 11,885,000.00 DIST-OTHER&MUNI BOND-CAMP 15,104,914.56 ***DISTRICT TOTAL*** 1000-7999 817272,352.22 COUNTY-Cal TRUST 10,000,000.00 COUNTY-BOA Asset Mgmt 39,367,776.00 COUNTY-NEGO.C.D.'S 80,000,000.00 COUNTY-COM'L PAPER 251,490,000.00 COUNTY-BKR'S ACCEPT 18,157,135.00 COUNTY-U.S.GOVT 5,676,000.00 COUNTY-REPO 442,590,000.00 COUNTY-L.A.I.F.TJ#1361 31,637,780.93 COUNTY-L.A.I.F.Portion Pledged to Fund 1015 55,179,749.43 'COUNTY INVEST***8177 934,098,441.36 ***TOTAL ACCOUNTABILITY"* 4,552.06 '' ¢ C . cry NNwI`a At`* N3` Cit3d d C3 GYhc. :'°�.. :< ltJ N ��.'.:'.4?? $r"6"Sd�!�'!` 'aC...; OCC:> -.. ..�..:; dCiG7 .;;:;: .;�: LO �9ktiF r tJNNMt1S9�} i5 t�ir5th # fd5 +}3 3 N MMN� t C M ..6'K � -� .: ;;i`kF% .i�`Y�d M N ;,v'k' ;tt`5 ��C ; �'k'�' dd x!itY'x"41 . 00 SC"" ';:;,;:liFrt:':.:::� �.:yYii.: Yr:i� P P:.:�:•:{1'�f..... ..:.:......:: .1� y� �y +sa'¢ C"' d �4t.�#' .I•a���"tyY F�"y� '{"'r d 4YT �/} .rY +S �7 "!F!:� RF+' W V✓ - i X R -' w w 1 � h i RC1 N NfN Ctil Ct1 ;I` h xsk --: �9 h r 7 cru �. . ar r- � � �a � d t0 «OM1!' : .::Yf L''k3��'3i�L:l0000dtiC7COCd. d #Ekf� ' C"J°� dOdG7d'� dCC3C7d$Y?�,Y�«4'': (Do t7 tt1z t4�'L : t11 �YYf ' F:W s+,�Kf;1f#It�Mc+sMMM't+� �,.MMMMM�'YYY'�3*",t,., _..: �r . 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The difference of$56,669,749.43 in Account 0015 and 0025 is of the County Tax Revenue Anticipation Note pledge fund. Though the borrowings are in effect a County investment, the pledge fund for the repayment is assigned the District fund number of 1015 to fully encumber and isolate the legally required pledged monies in the formal accounting records of the County. 2. Account 0035 shows a beginning balance of$24,007.93 in the Treasurer's Control Fund General Ledger plus a debit of$9,041.52 less a credit of$16,255.95, which includes Treasurer Journal number(s) 133900 & 135700. The $16,793.50 represents the difference between the Auditor's office Redeemed Warrant System and the banks redeemed records. (Journal copies and copy of the Treasurer's Control fund General Ledger attached) z a 94 Y.AA Ile 04 C L i � , rft � ce few COD m o x d Jy� vs fy C C e-a r tl N �l""J Ttl CONTRA COSTA COUNTY TREASURER-TAX COLLECTOR 625 COURT STREET, ROOM 100-102 MARTINEZ, CA 94553-0063 D TE: May 22, 2003 TO: John Sweeten, County Administrator FROM: William J. Pollacek, Treasurer-Tax Collector SUBJECT: TREASURER'S MONTHLY RECONCILIATION REPORT AS OF APRIL 30, 2003 Submitted herein is the Treasurer's Reconciliation Report as requested by the 1992 Audit Management Letter of December 30, 1992, from KPMG Peat Marwick. Attached are two exhibits: the Treasurer's internal cash and investments report (Exhibit 1); and, the Auditor's Treasurer's Control Fund General Ledger Report (Exhibit 2). A reconciliation page with explanations of the differences between the two reports is also included. WJP:CVJ:beb Attachments cc: Jack Cooper, Internal Audit x ' 1yt0 r t. S: F "TRATOR Reconciliation Report as of April 30,2003 INTERNAL REPORT TREASURER'S CONTROL ACCOUNT CASH ON HAND FUND GENERAL LEDGER DIFFERENCE Cash On Hand/In Bank 0002 $81,622,288.52 $81,622,288.52 $0.00 Retirement Investments 0005 $2,251,435,701.16 $2,251,435,701.16 $0.00 District Investments 0015 $891,354,61592 $948,024,365.35 -$56,669,749.43 (,) County Investments 0025 $887,598,941.36 $830,929,191.93 $56,669,749.43 (1) Trust Investments 0031 $123,389,633.38 $123,389,633.38 $0.00 Bank Settlement 0035 $0.00 $22,725.09 -$22,725.09 (2) Totals $4,235,401,180.34 $4,235,423,905.43 -$22,725.09 Explanation of Differences: 1. The difference of$56,669,749.43 in Account 0015 and 0025 is of the County Tax Revenue Anticipation Note pledge fund. Though the borrowings are in effect a County investment,the pledge fund for the repayment is assigned the District fund number of 1015 to fully encumber and isolate the legally required pledged monies in the formal accounting records of the County. 2. Account 0035 shows a beginning balance of$15,358.72 in the Treasurer's Control Fund General Ledger plus a debit of$77,793.75 less a credit of$70,427.38, which includes Treasurer Journal number(s) 121700, 122600 & 123100. The $22,725.09 represents the difference between the Auditor's office Redeemed'Warrant System and the banks redeemed records. (Journal copies and copy of the Treasurer's Control Fund General Ledger attached) CONTRA COSTA COUNTY Exhibit 1 04/30/03 NEW BALANCE CASH-VAULT&DRAWERS 294,294.42 CHECKS,ETC 9,436,676.99 UNION-REGENCY HILLS 0.00 WFB-ACCT 1312351 34,538,263.00 CASH IN BANKS 37,353,054.11 ***CASH ON HAND*** 81,622,288.52 TRUST-C.D.'S 2,873.11 TRUST-NEGO.C.D. 3,545,000.00 TRUST-COM'L PAPER 11,990,000.00 TRUST-REPO 0.00 TRUST-BKR'S ACCEPT 0.00 TRUST-U.S.GOVT 104,005,000.00 TRUST-L.A.I.F.TJ#1233 3,535,785.68 TRUST-OTHER(TAX GUARR.&SSI CHILDREN) 31974.59 ***TRUST ACCOUNTS***8000 123,389,633.38 RET.ASSN.-C.D.'S 1,000,000.00 RET.ASSN.-NEGO.C.D.'S 0.00 RET.ASSN.-REAL ESTATE 264,490,408.25 RET.ASSN.-ALTERNATIVE INV 50,047,483.42 RET.ASSN.-BONDS 947,083,533.31 RET.ASSN.-REPO TJ# 9,494,000.00 RET.ASSN.-STKS 979,320,276.18 ***RET.ASSN.INVEST***8901 2,251,435,701.16 DIST-C.D.'S 1,540,000.00 DIST-NEGO.C.D.'S 0.00 DIST-COM'L PAPER 98,243,000.00 DIST-ACALANES USD OAO DIST-MT DIABLO USD-GIC 0.00 DIST-BRENTWOOD USD 0.00 DIST-CCC COE 0.00 DIST-JOHN SWETT USD 0.00 DIST-ANTIOCH USD GIC 0.00 DIST-OAKLEY UESD 0.00 DIST-PITTSBURG USD 0.00 DIST-WEST CTY USD-GIC 36,825,000.00 DIST-LAFAYETTE SCHOOL DIST-GIC 0.00 DIST-LIBERTY UHSD-GIC 0.00 DIST-MARTINEZ USD-GIC 0.00 DIST-WALNUT/CREEK SD-GIC 0.00 DIST-BKR'S ACCEPT. 0.00 DIST-REPO 80,287,000.00 DIST-U.S.GOVT 116,329,000.00 DIST-L.A.I.F.TJ#1234 531,152,437.66 DIST-MED TERM NOTE 11,885,000.00 DIST-OTHER&MUNI BOND-CAMP 15,093,178.26 ***DISTRICT TOTAL*** 1000-7999 891,354,615.92 COUNTY-Cal TRUST 10,000,000.00 COUNTY-BOA Asset Mgmt 39,367,776.00 COUNTY-NEGO.C.D.'S 60,000,000.00 COUNTY-COM'L PAPER 266,490,000.00 COUNTY-BKR'S ACCEPT 18,157,135.00 COUNTY-U.S.GOVT 5,676,000.00 COUNTY-REPO 400,506,000.00 COUNTY-L.A.I.F.TJ#1235 32,222,280.93 COUNTY-L.A.I.F.Portion Pledged to Fund 1015 55,179,749.43 ***COUNTY INVEST***8177 887,598,941.36 ***TOTAL ACCOUNTABILITY*** 4,2352401 180.34 .. h (�. 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