HomeMy WebLinkAboutMINUTES - 07131993 - 1.119 TO: BOARD OF SUPERVISORS n ,
Contra
FROM: PHIL BATCHELOR, County Administrator
Costa
r County
DATE: July 13, 1993
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SUBJECT:
RELIEF OF CASH SHORTAGES AT PROBATION DEPARTMENT
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION •
RECOMMENDATION:
AUTHORIZE relief of cash shortages in the amounts of $50.00 in the Petty Cash Fund
and $270.00 in the Boys' Fund in the Probation Department, as recommended by the
Auditor-Controller.
BACKGROUND:
On Thursday, April 22, 1993, the cash box at the Probation Department's Byron Boys'
Ranch was found missing. The box was kept in a file drawer accessible only to staff.
Boys may have been allowed into the office unsupervised.
A police report was made, and a meeting and search were held in an effort to recover
the missing cash box, to no avail. The Superintendent developed an office policy to
insure office security. A new box has been purchased and is kept in a locked drawer in
the Superintendent's desk.
The Department requests relief of cash shortages in the amount of $320.00.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOA D OMMITTEE A
APPROVE OTHER
SIGNATURES
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAT THIS IS A TRUE
UNANIMOUS(ABSENT V \ ) 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: ATTESTED Gt(-�
Contact: Qrin T. Allen (510) 427-8660 P BATCHEL ,CLERK OF THE BOARD OF
County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR
Probation Department 6�G
Auditor-Controller
M382 (10/88)
BY DEPUTY
1 . 19
Office of
COUNTY AUDITOR-CONTROLLER
Contra Costa County CONTRA COSTA COUNTY
Martinez, California I RECEIVED
May 25, 1993 i
MAY 2 7 1993
TO: Phil Batchelor, County Administrator OFFICE OF
/ COUNTY ADMINISTRATOR
FROM: Kenneth J. Corcoran, Auditor-Controller
By: Christine M. Sadika, Staff Auditor
SUBJECT: Relief of Shortages at Probation Department
We have reviewed the attached request dated May 12, 1993 from the Probation Department for relief of a
$50.00 cash shortage. The department's investigation appears adequate and, based on the stated plans to
strengthen controls, we recommend that relief of the$50.00 shortage be granted.
We also recommend that relief of the$270.00 shortage in the "Boys'Fund"account(Trust Fund 830600
receipts)be incorporated in the department's request to the Board and that relief be granted to restore the monies
to the fund account.
KJC/CMS:ad
cc: Orin T. Allen, Probation
William Thomas, Probation
Attachment
Probation DepartmentContra Gerald S. Buck
County Probation Officer
Boys Ranch Costa
P.O. Box 398 Count
4491 Bixler Road
Byron, California 94514
(415) 427-8660 st L
93 KY 17 IU 1 0
DATE: MAY 12, 1993
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TO: KENNETH CORCORAN
AUDITOR CONTROLLER
FROM: ORIN T. ALLEN SUBJECT: CASH SHORTAGE
SUPERINTENDENT
1 . AMOUNT OF SHORTAGE: $ 50. 00 PETTY CASH
$270 . 00 BOYS' FUND
DATE OF SHORTAGE: APRIL 22, 1993
2. ON THURSDAY, APRIL 22, 1993 I ASKED ARVILLA DAVIS,
SENIOR CLERK, FOR THE CASH BOX TO SECURE MONEY FOR
COMMISSARY ITEMS. SHE LOOKED IN THE . FILE DRAWER WHERE IT
.HAS BEEN KEPT FOR THE PAST 30 PLUS YEARS. SHE THEN CHECKED
ALL FILE DRAWERS TO NO AVAIL ( INCIDENT ENCLOSED) .
3 . FOR YEARS THE CASH BOX HAS BEEN IN THE FILE DRAWER THAT IS
ONLY ACCESSED BY PROBATION STAFF. THE BOYS MAY HAVE BEEN IN
AND OUT OF THE OFFICE UNSUPERVISED. ALTHOUGH OPERATIONALLY
YOUNGSTERS ARE SUPPOSE TO BE SUPERVISED, I: DID , DEVELOP A
OFFICE POLICY (ENCLOSED) TO HOPEFULLY INSURE OFFICE
SECURITY. I HAVE ALSO PURCHASED ANOTHER BOX WHICH IS LOCKED
UP IN MY DESK. MY OFFICE IS ALSO LOCKED UP WHEN I 'M NOT ON
SITE.
4. IN AN EFFORT TO FIND THE CASH BOX WE HAD A LARGE GROUP
MEETING. WE FOLLOWED UP ALL RUMORS OR ALLEGATIONS OF THOSE
THAT MAY HAVE BEEN INVOLVED. WE .SEARCHED THE PROPERTY.: FOR
SEVERAL HOURS. THE GROUP MEETING AND SEARCH OF THE. GROUNDS
COMMENCED ON APRIL 22, 1993 AND ENDED ON. APRIL 26, 1993 .
SINCE THE LAST TIME THE CASH BOX WAS SEEN IN THE DRAWER WAS
ON APRIL 8, 1993 , WE ARE TALKING . ABOUT. TWO WEEKS BEFORE IT
WAS MISSED. OUR HOPES FOR RECOVERY MAY NOT HAVE BEEN
REALISTIC BASED ON THE TIME DELAY. AT THIS TIME- I, FEEL
STAFF MADE EVERY EFFORT TO PUT: THE PRESSURE ON IN HOPES OF
FINDING THE MONEY.
THE CONTRA COSTA COUNTY SHERIFF'S DEPARTMENT-"WAS CALLED. :AND
A REPORT WAS TAKEN ON THE MISSING CASH- BOX. .
5 . I DO NOT FEEL THERE WAS FRAUD OR GROSS NEGLIGENCE ON PART OF
STAFF.
6. THE BYRON BOYS ' RANCH REQUESTS RELIEF FROM THE SHORTAGE IN
THE AMOUNT OF $50 . 00 FOR THE PETTY CASH FUND.
7 . UNDER ADMINISTRATIVE BULLETIN 107. 5 SUBJECT RELIEF OF
SHORTAGE IN ACCOUNTS SECTION II A, 1-8 THE FACTS HAVE BEEN
INVESTIGATED, WRITTEN, AND VERIFIED.
SIGNED(�� DATE
SUPERINTENDENT -'�
S I GNED DATE S"- 2- g�
DEPARTMENT HEAD
OTA: 1t:CASH
CONT COSTA COUNTY TREATMENT INSTITU;' NS
SPECIAL INCIDENT REPORT
BOYS' RANCH � GJRLS' CENTER � BOYS' CENTER
This report must he submitted in the event of any special incident such as escape, attempted
escape, threats, intimidation; assault, attempted assault, injury to staff or wards, accident,
death, unusual illness, suicide attempt, abnormal behavior, sex play, arson, attempted arson,
property damage, use of physical restraint , bomb threat, or. any other unusual or suspicious
occurrence. Please describe the incident objectively and fully. THIS FORM MUST BE COMPLETED
BY THE STAFF MEMBER AND REVIEWED WITH THE SHIFT SUPERVISOR PRIOR TO GOING OFF DUTY.
Type of Incident: STOLEIJ PROPERTY Day u Date : THURSDAY -22-93 Time: 4=p
Wards Involved:
Specific Location of Incident. : ADMINISTR.ATION BUILDING
Name(s) of Witness(es) : AQVILLA DAVIS
Location of Pertinent Staff at Time of Incident: OFFTC ?iP^ FA.HI`sT . oAlil F�RFRA ��r-R^� iiniRE,inA
— - ,
LYI N TRE! !I A:1P
Describe What Occurred: (Please do not use institutional jargon or slang except as quotes. )
I ';1Ei•:T TO T11-1E FILE DR01FR TO GFT THF CASH ROY Tn WTTHnon:•LPiONEY FROM THF BOYS' RANCH
tiL
FUND, THE CASH-BOX WAS MISSING. ALL FILE DRAWERS WERE N ': D AND THF cAsH RnX T S WnT T M TH=
ADMINISTRATION BUILDING.
. Staff Member's Recommendation: NO BOYS' FUND HONEY OR PETTY CASH ON P-NICH PROPERTY, MONIES
USED BY STAFF WILL BE RE I MBURSTED ON A DE,''V\,ND, TiJE BOYS' FUND APPROXIMATELY 2 i D 00 Air PFTTY
Has This Incident Been Discussed with the Ward(s) Involved? 0 Yes Q No
Notifications : = Shift Supervisor =l Administration C] Parents =701 i.c e Agency
0 Probation Officer =Kydical Staff I Ot r (Specify)
Name and Title of Person Submitting Report : , ��,,�,� ; ,�: Date Submitted: 4-22-93
RIN T. ALLEN
J-122 ***SUPERVISOR MUST FILL OUY REVERSE SIDE PRIOR TO LEAVING SHIFT***
SUPERVISOR'S EVALUATION
Notifications Made Q Outside Assistance Required (Specify)
[� Pictures `taken By _ Q Witness(es) Statement (s) Attached
Q location of Evidence
Q Work Order Submitted to Repair
flow Could This Incident Have Been Prevented?
CASH $50.010 ^.S ',IISSING. 0'J =',PRIL u, lc.;"-) ARVILL."% `. .'AS GIVEN $?OO.00 TO.PUT Il`�..THE BOX AND .THE
WEEK BEFORE I PUT $-C.00 IPJ THE PETTY CAS' FU:'dD.
Was This Incident Discussed. with Staff and/or Wards? Q 1'.es Q No
If Not, Why?
Recommendation or Disposition:
Shift Supervisor _ _ Date
:administrator's Comments
4JE 'MILL 1;0 LODGER KEEP A REVOLVING FUND FOR THE BOYS' RANCH OR PETTY CASH.
Administrator ,/ jf✓�. , % /�!j Date
ORIN T. ALLEN