HomeMy WebLinkAboutMINUTES - 05231995 - 1.68 TO: BOARD OF SUPERVISORS ����
- �Contra
F Costa
FROM: PHIL BATCHELOR, County Administrator
x royo County
DATE: May 23, 1995 „ .`f
SUBJECT: RELIEF OF CASH SHORTAGES - PROBATION DEPARTMENT
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)S BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Approve relief of cash shortage in the amount of $170.37 in the Probation Department, as
recommended by the Auditor-Controller.
BACKGROUND:
A cash shortage was reported by the Probation Department on January 12, 1995 in the
amount of $170.37 which occurred as the cumulative result of various errors in the
Department Revolving Fund over several years.
Based upon commitments by the Probation Department to reconcile the fund on a regular
basis and to document accountability of the fund custodians to strengthen cash controls, the
Auditor-Controller recommends relief of the cash shortage.
CONTINUED ON ATTACHMENT: YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD MMITTEE
APPROVE OTHER
SIGNATURE (S):
ACTION OF BOARD ON a-3 S APPROVED AS RECOMMENDED OTHER
I
VOTE OF SUPERVISORS
,/// I 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 SUPERV4SORS ON THE DATE SHOWN.
CC: Contact: Gerald Buck (510) 3134180 ATTESTED 2"- 4231 19 9�
Probation Department PHIL BATC ELOFi R,CLERK OF THE BOARD OF
County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR
Auditor-Controller
BY DEPUTY
M382 (10/88)
Office of
COUNTY AUDITOR-CONTROLLER
Contra Costa County
Martinez, California
January 18, 1995
TO: Phil Batchelor, County Administrator
FROM: Kenneth J. Corcoran, Auditor-Controller--
By:
uditor-Controller„By: Christine M. Sadika, Staff Auditor
SUBJECT: Relief of Cash Shortage - Probation Department
We have received the attached request, dated January 12, 1995, from the Probation Department for
relief of shortage in the amount of$170.37. This represents a shortage in the Department's revolving
fund which we discovered during our audit. The Department's recent audit response outlined plans to
reconcile the fund on a regular basis and other procedures now in place to document the transfer of
accountability between fund custodians. These enhancements should reduce the risk of shortages
occurring in the future.
After receiving the subject request, we contacted the Department on the need to forward a formal
Board Order request to your office to complete this process.
We recommend that relief of the $170.37 cash shortage be granted.
CMS:cs
Attachment
cc: Gerald S. Buck
FRA COSTA COUNTY
RECEIVED
[IA N 2 3 1995
OFFICE OF
COUNTY ADMINISTRATOR
Gerald S. Buck
Probation Department Contra
County Probation Officer
Administrative Offices Costa
50 Douglas Drive,Suite 201 �7
Martinez,California 94553-8500 County . X95 JAN 13 A11 :35
(510)313-4180
(510)313-4191 FAX £ -------
.M E M 0 R A N D U M
-"`ZMEMORANDUM
DATE: January 12 , 1995
TO: Kenneth J. Corcoran, Auditor-Controller
FROM: GeraS. Buck, ,5pounty Probation Officer
SUBJECT: �estFor R% ief From Shortage.
-----------------------------------------------------------------
Pursuant to Administrative Bulletin 107 . 5 , I am requesting
your office to review this memorandum and forward it to the
County Administrator for presentation to the Board of Supervisors
for relief from shortage: The total shortage of $170. 37 was
identified by Internal Audit and is the cumulative result of
various errors in the Department Revolving Fund over several
years.
As far as can be determined this shortage was not caused by
fraud or gross negligence but rather miscellaneous accounting
errors. A portion of this shortage occurred when budget cuts
resulted in closure of offices and monies remaining in petty cash
and busines.s . reply accounts were erroneously deposited_....into.--the
General Fund rather than being returned to the Revolving Fund�--
I requestthat the Probation Officer' s Revolting Fund be
relieved from this shortage.
I verify, under penalty of perjury, that the; -irnformation -`.
related to this shortage is true. `- " ✓
GSB/jlg - _
.....,...,.. , .