HomeMy WebLinkAboutMINUTES - 06151993 - 1.59 i , S
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TO: BOARD OF SUPERVISORS
FROM: Anne Marie Gold, County Librarian
DATE: 1/11/93
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 of the San Pablo Library: Revenue Account $114.20, pursuant to
Government Code Section 29390.
BACKGROUND:
$114.20 was discovered missing on Monday, 1/14/93 at 4:30 p.m. by the Library Clerk. The money
last counted on 12/31/92 at 5:00 p.m. by the Library Clerk that was doing the closing procedure.
There were no signs of a break-in. The staff plans to keep money pouch locked up at all times and
will bank each day.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
APPROVE OTHER
SIGNATURES
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 O THE DATE SHOWN.
/�}�j
ATTESTED /;;/
/ / / j
Contact: 646-6423 PHIL BAT ELOR, CLERK Or THE BOARD OF
SUPERV O AND COUNT ADMINISTRATOR
cc: County Library
County Administrator By DEPUTY
County Auditor
IIBOSWASTER.BO
,5q
Office of
COUNTY AUDITOR-CONTROLLER
contra Costa Coun:;
Contra Costa County RECEIVED
Martinez, California
February 16, 1993 FEB 17 1993
of
TO: Phil Batchelor, County Administrator Office
County Administrator
FROM: Kenneth J. Corcoran, Auditor-Controller
By: Terry Vanden Heuvel, Staff Auditor (1*
SUBJECT: Request for Relief of Cash Shortage at the San Pablo Branch
of the County Library
We have reviewed County Library's request for relief of a cash shortage of
$114.20 which occurred at the San Pablo Library on December 31, 1992 and recommend
that relief of the shortage be granted.
To reduce the likelihood of future shortages and provide a means for fixing
responsibility, we also recommend the following actions:
- Undeposited monies be kept in a secure location which is locked at all
times.
- Keys to the secured area remain in the possession of the responsible
employees, not hidden in a desk drawer.
- The undeposited collections and revolving fund monies be counted and
balanced daily.
KJC/TVH:ad
cc: Anne Marie Gold, County Librarian
Susan Reeve, San Pablo Branch Librarian
(6201MPB3)
�NV`j�a CONTRA COSTA COUNTY LIBRARY
L
P60 INTER-OFFICE MEMO
N
DATE: February 5, 1993
TO: Kenneth J. Corcoran, Auditor-Controller
Attn: Terry Vanden Heuvel, Staff Auditor
FROM: Jerome J. Prideaux, Admin. Svcs. Offic
SUBJECT: RELIEF OF SHORTAGE - SAN PABLO LIBRARY
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 $114.20 (Revenue Account).
Attached is a copy of the San Pablo Branch Librarian's Report of Missing Funds and new
procedures for cash security.
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 relieve this department of the shortage.
JP:nf
ATTACHMENT
i:\SHORTAGE.SP
REPORT OF MISSING COUNTY FUNDS/EQUIPMENT
How much money is missing? $114.20 (Total)
Library Change Fund $
Library Reserved $
Reserves $
Xerox Copies $
Copy Machine Change Fund $
What equipment is missing? none
Who discovered missing funds/equipment? will miite
Name of person who last counted and/or locked up money.
12/31/92 -Lorraine ibitt.in&ton counted money received day.
She locked up all funds at 5 jxi-
Where was money kept? In lockable supply cabinet in workroom.
Where was money found? same
Were there any signs of a break-in? no
List signs:
Date and time Police Department was notified, Mon 1/4/93 phone call to SPPD 5pm at
suggestion of Nancy Francis
Name of Police Officer, Hugh Duckworth Badge #4672
Case Number, 93-174 1.39 3/92
Zomments from Police Officer:
Report available on file at Sail Fablo Police Dept. Fie used to come to this
library as a child.
Date and Time Administration vas notified. Mon 1/4/93 4:30 pin phone call to Jeanne Fabb.
Action Taken/Recommended Precautions or suggestions by Branch Librarian:
1. We need a more secure place to lock up money, and a more secure hiding place
for keys.
2. We could keep the pouch locked away at all tunes during the day, but there are
disadvantages to having it locked away, and disadvantages to each of our curreoL
lockable cabinets and drawers. tNe would still creed foolproof hiding place for
keys.
3. We can bank more often, such as i1i the middle of the month; we used to do so whu(i
the allowable total was lower. We rarely reach $400.
Other Missing Items --- Non-County: (e.g. Friends money, Staff personnel belongings)
Note that the Friends' r.ioney was tanked 12/31/92 and was the amount anticipated for
December. The copies -epairman was here 1/4/93 to do routine copier ma intenance and
there was no problem with the copier funds.
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.
Signature Title
Date
1.39(3/92)
WRITE IT! - DON'T SAY IT! MIUJ
CONTRA COSTA COUNTY
TO Pose—Marie Kennedy-,—BES—DATE-1/26/93
FROM Susan Reeve, SPL SUBJECT Cash security
This is to confirm that we have started our new procedures to
handle cash more securely at this branch:
1. We are banking twice a month;
2. We have a change fund of $40 (approx 10% of our monthly
average total receipts) ;
3. The cash receipts bag is locked up at all times, in the
cabinet where the tool box is kept;
4. We have moved that .cabinet to a place where it is not
visible to the public (near the staff room) ;
5. The key is kept in a magnetized key box in an inaccessible
place in the librarian's office;
6. The following staff have access to the key: Lorraine, Will,
Louise, Susan;
7. The spare key box is kept next to the box we are using;
8. We are NOT using the supplies cabinet or the workroom Label
drawer as so many workers need access to these. � -ec
• _SIGN ED.__=----_-------------_
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TO DATE
SIGNED
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