HomeMy WebLinkAboutMINUTES - 04191988 - 1.68 TO- BOARD OF SUPERVISORS ^,�,.,}
FROM: PHIL BATCHELOR �.J�JI IIIA
County Administrator
DATE: April 1, 1988 CO^
SUBJECT: RELIEF OF CASH SHORTAGES IN ACCOUNT OF RECORDER'S OFFICE
SPECIFIC REQUEST(S)' OR RECOMMENDATION(S) 8c BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Authorize relief of cash shortages in the account of the Recorder's Office as recommended
by the County Auditor-Controller and District Attorney.
REASONS FOR RECOMMENDATION/BACKGROUND:
Cash shortages occurred in the Recorder's Office on January 28, 1988 in the amount of
$118.00, and on February 17, 1988 in the amount of $60.00.
In the first instance, the .cash shortage was •discovered in balancing the vital statistic
receipts. Four clerks, including temporary staff, worked in the Vitals Section on this
day, but nothing unusual was noted by any of them. - However, the cash received was counted
at the public counter and a temporary clerk cashed a personal check unaware that office
policy prohibited this. Several attempts to reconcile and a thorough inquiry by the
Recorder's Office failed to explain the shortage. Neither was there indication of fraud.
As a result the Recorder's Office will balance their funds in a room removed from public
access.
The second cash shortage occurred not long after the first. Four clerks worked in the
Vitals Section on this day, three of them temporary staff. They noted that two
unauthorized persons had been in the restricted area of Vitals and one clerk had taken
taken $60.00 to the bank for change. So as to avoid future shortages, the Recorder's
Office has reorganized this section to assign cashier functions to a single clerk and a
single relief clerk. No other clerks will use the cash register. This is consistent with
the recommendations of the Auditor to separate accountability for those handling cash.
CONTINUED ON ATTACFN ENT: YES SIGNATURE:
"X- RECOMMENDATION OF COUNTY ADMINISTRATORRECOMMENDATION O B A COMMITTE
APPROVE OTHER � ,
SIGNATURE S : _
ACTION OF BOARD ON APR 1 9 1988_ A PPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS (ABSENT 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.
cc: CAO-Justice System Programs ATTESTED APR
Recorder's Office PHIL BATCHELOR, CLERK OF THE BOARD OF
Auditor-Controller SUPERVISORS AND COUNTY ADMINISTRATOR
District Attorney
BY
382/7-83
M �, _,DEPUTY