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HomeMy WebLinkAboutMINUTES - 10101995 - C48 TO: BOARD OF SUPERVISORS Contra . -, .•. + FROM: Phil Batchelor, County Administrator t Costa .'a October 10, 1995County >. DATE: cP SUBJECT: TREASURER'S CASH RECONCILIATION REPORT SPECIFIC REQUEST(S)OR RECOMMENDATION(S)8 BACKGROUND AND JUSTIFICATION RECOMMENDATION: 1. ACCEPT the report from the Treasurer-Tax Collector reconciling internal cash and investment information with the Auditor-Controller's General Ledger. BACKGROUND: Each month,the Treasurer-Tax Collector prepares a report which reconciles the Treasurer's cash and investment information with the Auditor-Controller General Ledger. These reports are submitted to the County Administrator's Office for information purposes and presented to the Board for information. CONTINUED ON ATTACHMENT: RYES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S): ACTION OF BOARD ON October 10, 1995 APPROVED AS RECOMMENDED X OTHER VOTE OF SUPERVISORS X I HEREBY CERTIFY THAT THIS IS A TRUE UNANIMOUS(ABSENTI II --------- ) AND CORRECT COPY OF AN ACTION TAKEN AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN. ATTESTED October 10, 1995 Contact: PHIL BATCHELOR,CLERK OF THE BOARD OF M. Treasurer-Tax Collector SUPERVISORS AND COUNTY ADMINISTRATOR BY DEPUTY 9/13195 Reconciliation Report as of August 31, 1995 EXHIBIT 2 EXHIBIT 1 AUDITOR'S REPORT TREASURER'S OFFICE TREASURER'S FUND INTERNAL REPORT ACCOUNT FUND GENERAL LEDGER CASH ON HAND DIFFERENCE 0002 Cash On Hand/In Bank 51,896,728.86 51,897,632.44 -903.58 (2) 0005 Retirement Investments 1,370,219,542.30 1,370,219,542.30 0.00 0015 District Investments 380,363,871.75 380,426,871.75 -63,000.00 (2) 0025 County Investments 256,774,738.00 256,774,738.00 0.00 0031 Trust Accounts 97,715,364.95 97,715,364.95 0.00 0035 Bank Settlement 68,558.52 0.00 68,558.52 (1) Grand Total 2,157,038,804.38 2,157,034,149.44 4,654.94 Explanation of Variances: 1. The Bank Settlement shows a beginning balance of$70,188.07 plus a debit of$18,666.29. The Treasurers office made credit adjustments of$1,801.01 and$18,494.83(please see attached copy of the journal entry). The balance of the variances is the difference between the Auditor's office Redeemed Warrant System and the banks redeemed records. 2. The variances of$63,000.00 and$903.58 in the District Investment and Cash On Hand due to a journal rejecting. The journal has been resubmitted(please see attached copy). CONTRA COSTA COUNTY 08/31/95 CHANGE NEW BALANCE CASH - VAULT& DRAWERS 55,785.90 CHECKS, ETC 1,922,434.80 CASH IN BANKS 49,919,411.74 ***CASH ON HAND*** 51,897,632.44 TRUST - C.D.'S 1,762,000.00 TRUST - NEGO.C.D 61,328,000.00 TRUST - COWL PAPER 29,153,000.00 TRUST - REPO 0.00 TRUST - BKR'S ACCEPT 3,000,000.00 TRUST - U.S. GOVT 450,000.00 TRUST - L.A.I.F. TJ # 1,933,450.00 TRUST - OTHER 88,914.95 0.00 ***TRUST ACCOUNTS*** 8000 97,715,364.95 RET. ASSN - C.D.'S 0.00 RET. ASSN - NEGO. C.D.'S 0.00 RET. ASSN. - COM'L PAPER 0.00 RET. ASSN. - BKR'S ACCEPT 0.00 RET. ASSN. - REPO & U.S. GOVT 4,905,000.00 1,350,709.71 RET. ASSN. - L.A.I.F.(REAL ESTATE) 111,685,149.05 RET. ASSN. - BONDS 598,256,672.48 RET. ASSN. - BLDGS. TJ # 127,892.75 RET. ASSN. - MTGES. 22,804.63 (547,601.96) RET. ASSN. - STKS 655,222,023.39 803,107.75 ***RET. ASSN. INVEST*** 8901 1,370,219,542.30 (1,075,000.00) DIST - C.D.'S 6,116,000.00 DIST - NEGO. C.D.'S 27,895,000.00 1,200,000.00 DIST - COWL PAPER 28,342,000.00 DIST - SR/PITT 19,451,154.00 DIST - BKR'S ACCEPT. 0.00 DIST - REPO 0.00 (6,400,000.00) DIST - U.S. GOVT 116,143,000.00 2,814,000.00 DIST - L.A.I.F TJ # 149,749,553.89 DIST - MED TERM NOTE 20,834,000.00 DIST - OTHER 11,896,163.86 (3,461,000.00) ***DISTRICT TOTAL*** 1000 - 7999 380,426,871.75 COUNTY - C.D.'S 0.00 COUNTY - REVERSE REPO 0.00 COUNTY - NEGO. C.D.'S 25,000,000.00 COUNTY - COWL PAPER 0.00 COUNTY - POOL # 0200 0.00 COUNTY - BKR'S ACCEPT 0.00 COUNTY - U.S. GOVT 89,750,000.00 5,000,000.00 COUNTY - REPO 113,095,000.00 COUNTY - L.A.I.F. TJ # 15,329,738.00 COUNTY - OTHER 13,600,000.00 5,000,000.00 ***COUNTY INVEST*** 8177 256,774,738.00 2,342,107.75 ***TOTAL ACCOUNTABILITY*** 2,157,034,149.44 ($0.00) 08/31/95 CDsn Ca � . m 0 - o -----------------w co .:; M CQ 00 O i[o to 0 C? (ON M 7 Tco Lj LM ON _ in r aoq oho c rnco co Dorno0 d u1 ooco 0 ii od _ r Ln .ca 00 oarrn M rr _ 'C` `V _.P.NrOr� OM .3'. : �OrC7. —coor Oit1- tf1:: u'r �'�'. N Ufa t l ON trip ?h O N Mr7 Ga ia7 d. o00 rrborth0 Ch O M000'1 t7r Orr OOo O N :. MOMO �� ,tr CTOOM r. OO�or O £- tai MOrnrn o0oOo amOmr o ro�M 00o r M NsOi \0cM?s w o 0 til iF1 - 'm0 Ln IVX: tit7010 'NUN .: .. 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WHw-w-t-t•=v�tta O O- O 4 ti.4[a tWtnffftAtAsi:> F- J M wm U ------ww�w��t�tOz z a G .<JU U Q�0000>JWJk!>}d:- O 1 ... -. ...... ? 2 -. ::y .JW LY'iY:iriY:iL"�'-F'- H W)-: U F- O� 40 N KKKKKK WF-WS- <7 U - :: CV LL - QCQQQQw n-cn:-Wkclq:- ¢ 1- o� :w 333333 cn in��tia ca W nnnnno�zazaf-t-ffsn a o n::.::d Wt�lWultilww¢w¢wuluJo- w _...:i _ . U) � mmm�mnmo�mua m O: w _..<T: . F - 1- ddddCO00000dddo0 r: vo 000000000000000 o: :Cvz rn ob000000000000o rn 11 .11 11 1- Q M 000000000000000 M W: O O K O O { } 1 � STATE OF CALIFORNIA COUNTY OF CONTRA COSTA c> e� C") Count of Cash and Investments in the County Treasury �., (Section 26920-2, Gov't Code) -< o -mcg , rM ® Date of Count: July 3, 1995 rn r m co C7 C-) Count of Cash and Investments = `� I. Funds Managed By Treasurer(Note 1) y A. Cash on Hand: 1. Coin and Currency $ 21,046.28 2. Checks and Money Orders 13,005.37 $ 34,051.65 B. Cash on Deposit in Banks (Note 2) 72,919,352.26 C. Deposits in Local Agency Investment Fund 113,447,571.06 Sub-Total Money and Deposits 186,400,974.97 D. Investment Securities on Deposit 686,020,508.42 Sub-Total Funds Managed by the Treasurer 872,421,483.39 II. Funds Managed By the Employee Retirement Association (Note 1) A. Investments: 1. Bonds, Stocks, Real Estate and Other (Note 3) 1,308,715,883.12 2. Retirement Buildings 131,396.12 Sub-Total Funds Managed by the E.R.A. 1,308,847,279.24 III. Funds Managed by the Delta Diablo Sanitation District (Note l) A. Investment Securities on Deposit 527,672.95 Sub-Total Funds Managed by the Delta.Diablo Sanitation District (Note 3) 527,672.95 Total Cash and Investments per Records of the County Auditor and Treasurer $2,181,796,435.58 AFFIDAVIT State of California County of Contra Costa The undersigned states that on the 3rd day of July, 1995, he counted the money and securities on hand in the County Treasury, and examined documents in evidence of treasury assets held by fiscal agents at that date. The foregoing is a full, true and correct statement of 1) the amounts which should have been in the treasury as shown by the records of the County Auditor and the County Treasurer and 2) amounts which were found to be in the treasury, at the date of the count, except as noted beginning on page 2. 12 Sta Auditor Subscribed and sworn to before me this 14th day of September, 1995. Audit -Controller (M1073.1 Rev 7/90) Note 1 Some of the cash and investments included in the Treasurer's accountability are managed, and related transactions directed, by others. In these cases the Treasurer does not have custody of the original transaction records and must rely on those who do, to inform him when to adjust his records. As a result, the Treasurer cannot reconcile his records to those of the custodians of these assets to insure that his records are correct. We have therefore divided this statement into three sections according to who manages the assets involved. Note 2 Various agencies and County departments make direct deposits and other credits to the Treasurer's bank accounts. One bank debits the Treasurer's account daily for redeemed checks. The official records do not reflect these and certain other transactions until a deposit permit or Treasurer's journal is processed by the Auditor-Controller. For purposes of the accompanying statement, such transactions are considered in-transit items rather than differences between the Treasurer's accountability and assets on deposit with banks. Note 3 The accompanying statement does not reflect several transactions occurring prior to our count because journals to record these transactions were not made in the normal flow of business and had not yet been submitted as of our count date. Had these transactions been recorded as of the count, the affected statement amounts would have been as follows: Adjusted Statement Item Chane Amount II.A. Bonds, Stocks, Real Estate and Other + 6,183,936.37 1,314,899,819.49 Sub-Total Funds Managed by the E.R.A. + 6,183,936.37 1,315,031,215.61 III.A. Investments (Delta Diablo San. Dist.) + 227,050.52 754,723.47 Sub-Total Funds Managed by the Delta Diablo Sanitation District + 227,050.52 754,723.47 Total Cash and Investments + 6,410,986.89 2,188,207,422.47 2