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Home My WebLink AboutMINUTES - 05231995 - 1.69 O: 13UARD OF SUPERVISORS Contra FROM: l •. PHIL BATCHELOR, County Administratoro �'< Costa County DATE: May 23, 1995 r�sT urs `T SUBJECT: RELIEF OF CASH SHORTAGES - MUNICIPAL COURTS SPECIFIC REQUEST(S)OR RECOMMENDATION(S)S BACKGROUND AND JUSTIFICATION RECOMMENDATION: Approve relief of cash shortages totalling $130.00 in the Delta and Walnut Creek-Danville Municipal Courts, as recommended by the Auditor-Controller. BACKGROUND: A cash shortage occurred in the Delta Municipal Court on April 3, 1995 when five counterfeit $20 bills were accepted as payment. The Court was notified of this shortage when the bank debited the deposit receipt. To avoid future losses of this type, representatives of the First Interstate Bank have agreed to provide training to help staff recognize counterfeit bills. Cash shortages occurred in the Walnut Creek-Danville Municipal Court December 20, 1994 in the amount of $30.00. The shortage resulted from incorrect change being given back to a defendant. To avoid future losses of this type, the court will continue to enforce its procedure of verbally counting the change as it is given to the defendant. Based upon commitments by the District Court Manager to improve cash handling procedures and strengthen cash controls, the Auditor-Controller recommends relief of the cash shortages. CONTINUED ON ATTACHMENT; YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD MITTEE APPROVE OTHER SIGNATURES ACTION OF BOARD ON "�3 5 APPROVED 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: Contact: Nancy Rampani (510) 646-6007 ATTESTED �� - A3 _ I Municipal Courts Administration PHIL BATCHELOIOCLERK OF HE BOARD OF County Administrator SUPERVISORS AND COUNTY ADMINISTRATOR Auditor-Controller -BY DEPUTY M382 (10/88) r .. Office of COUNTY AUDITOR-CONTROLLER Contra Costa County CONTRA COSTA COUNTY Martinez, California RECEIVED April 19, 1995 APR 2 11995 ,M1 TO: Phil Batchelor, County Administrator OFFICE OF COUNTY ADMINISTRATOR 0 J FROM: Kenneth J. Corcoran, Auditor-Controller Audit Stam Karen M. Watkins, Staff Auditor SUBJECT: Relief of Shortage -Delta Municipal Court' We have reviewed the attached request which we received April 14, 1995 from the Delta Municipal Court for relief of a $100.00 cash shortage that occurred on April 3, 1995. We recommend that relief of this shortage be granted. KW/kw cc: Nancy Rampani David Sumner DELTA MLJN=C 2 PAL COURT •¢ U ti 45 Civic Aveau8, P.O. Box 431, Pittsburg, CA 94565-0431 (510) 427-8173 Faz N aber (510) 427-8155 d TO: Karen Watkins Auditor-Controller ' s Office Inte;nQall Aud' Division ie FROM: Dorn Calhoun ourt Operations Coordinator RE: Response Providing Additional Information Concerning Memo re Relief of Shortage In Account - Dated April 13,_ 1995 DATE: April 17 , 1995 On Friday, April 14 , 1995, you contacted me in response to the memo entitled "Relief of Shortage in Account" for the Delta Judicial District that was executed on April 13 , 1995 . You requested a statement concerning the efforts that will be made by this office in attempting to avoid this type of shortage in the future. For your reference, I have attached a copy of the above-entitled memo along with its attachments . The situation that necessitated the request for relief of shortage was prompted by a phone call on April 6 , 1995 from Pat of the First Interstate Bank in Fremont. She advised that the court ' s cash deposit for April 3 , 1995 contained five counterfeit $20 . 00 bills - -three of which had the same serial number. Pat advised that a $100 . 00 deposit debit to our account was completed and verification of same would be directed to the court. (copy attached) . Our staff was unable to identify a specific individual that these bills were accepted from or a particular case (s) that thes.e counterfeit bills were applied to. On this date, I contacted Judy Lytle, the Municipal Court Finance Officer, and she advised that she has a meeting scheduled with representatives of the First Interstate Bank and will address our need for training that the bank can provide for our staff in identifying counterfeit. bills. Hopefully, this training will educate staff as to what to look for in identifying these bills and reduce the possibility of accepting same in the future. Should you have, any questions, please don' t hesitate to contact me. Attachments cc: Nancy Rampani, Acting Interim County Municipal Court Administrator Judy Lytle, Municipal Court Finance Officer Marlyn Poulin, Civil/Small Claims/Accounting Division Supervisor 7-MEM018 .. _... MUS' 1PAL COURT OF CONTRA COST BOUNTY DELTA JUDICIAL DISTRICT . 45 CIVIC AVENUE, PITTSBURG, CALIFORNIA 94565-0431 TELEPHONE(510)427-8173 GERALD A.BELLECI JUDGE JOHN M.ALLEN JUDGE NANCY RAMPANI DONALD A.PIANTANIDA -Actingg Interim Count\ COURT COMMISSIONER Municipal Court A.dministrator . TO: Auditor-Controller , County of Contra Costa FROM : Nancy H. Rampani, Acting Interim County Municipal Court Administrator By : Doreen Calhoun , Court Operations Coordinator SUBJECT : RELIEF OF SHORTAGE IN ACCOUNT DELTA , Judicial District Pursuant to Bulletin No. 107 .4 of the County Administrator ' s Office , relief is herewith requested for, shortages in the account Of the DELTA Municipal Court in the total sum of : ONE HUNDRED AND NO/100-----------.---------------- , ( $100.00. ) . Said shortages are fully described in the attached Shortage Reports) which correctly set forth the following pertinent information : Amount of shortage ; Date upon which it occurred ; How and why it occurred ; The efforts made to discover- , ascertain and recover the shortage , including the dates of taking such action ; A statement to the effect that further efforts would probably not be successful and would not be justified by the amount of the shortage and the improbability of success . As -far, as can be ascertained , neither the 'shortage nor any delay in it ' s discovery was caused by fraud or negligence . I declare under penalty of perjury thatthe foregoing is true and correct . p Executed on _ ��/� at California . Doreen Calhoun, Court Operations Coordinator Attachments Nancy H. Ram ani, Acting Interim County Municipal Court Administrator BVJ2.159B ..WPAI, FOR " "';FIPTS PROCESSED ON TERMINI• PITT -e4-/,0 4 9 5 FOR 04/03/95 CASA 2,974.50 OTHER 4,815.00 - TOTAL 7,789.50 CD AMOUNT CD AMOUNT CD AMOUNT CD AMOUNT CD AMOUNT 0006 45.00 0007 40.00 0021 44.00 0022 15.00 0024 15.00 0025 10.00- 0026 183.00 0027 63.00 0029 3,294.00 0030 340.00 0031 110.00 0041 17.50 0056 25.00 0074 12.00 0076 67.50- 0085 52.00 0090 190,00 0098 1,788.00 0480 63.00 0481 10.00 0482 78.00 0511 / 708.0)0 0515 45.00 0920 30.00- 4420 113.00 4422 9.00 4920 V 437.50 4921 55.00 4922 145.00 f t, 0-* i 160 . 00+ 15.- 00+ 1 77 . 00+ V 15 - 00+ 670 . 00+ 7� 342 - 00+ 1 } 962 . 50+ 185 . 00+ 371 . 00+ 114 - 00+ J41011 . 50* 0 .* 285 - 50+ lul 15- ,164 -00+ -- �4 , �t,1 52,2- *-00+ 0•* 350 . 00+ 25 . 00+ G'� U . • 7, 789 - 50+ 2, 325 .00+ . 824 . 00+ 746 - 00+ 625 .00- 351 . 00+ r 640 - 00- 1377 . 25+ 1050 . 00+ �. 150 • 00+ 185 -00+ 146 . 00+ 10 , 376 ' 75* 11513 . 00+ 0 • * J 6 , 358 - 250 10, 369 . 75+ / 4 , 011 . 50+ 10 , 376 . 75- ,/ 10 , 369 . 75* 7. 00* 00.0 CT) B+ i:'1' ' O� ' • i� Q ~O '91 �. ¢. •' ''' Q' TOTAL DEPOSIT MUNICIPAL COURT FlaIntMVl.Bank } C T. COSTA Flrst• . of C.moml..Tae V� 3 f Interstate 0700 Lonw..W.Y _ D tfi1 D{SjRICT MaLr,ls+ B2lIl( P.o.e..2207 - Anwcn,CA 046W1.7Y07 unIcipal Court - ; 4 1 X45 Crv_ic Avenue x: 50 2 L L 1743: 73869 002119 30 77 • �` ,: � o f:• cc W �• 19 ...3 � Z � I .•O U O TOTAL DEPOSIT ' i MUNICIPAL COURT " . �- w .1 e pD�/ 4 l CONTRA COSTA COUNTY �� of —W, � .. . rstale o 00=V..w DE" ` ICTdun07 pal •Co k 04 I . WL, ivic Avenue. .15 2 `�.7�. 3�:;R 38 980 211'. '30 �, tsbur Calf'AU sv ° N 00, :i CD _ �• . � ;�.1� Vis= �ID ; < r' H n 4 f+ w c LlJ ^, •. N',µli �, �Of C � � N d i�U. y cc LU v ( 7os{kQ cc Cf) m¢ btu' W m F Y tr ! ¢r 51 W Jim El -J ¢ ¢8 a i Q `� g Tx a - y .r• r.: i. :lr 1 .: �� 7F ounterteite serial L62801584A-3 .bills - L3910651D-1 .:•bill L79151231D-1 billOD��Q . ; s { " . °} DEPOSIT CUSTOMER'A 11 8arrc ' Debit Adjustment { V� : ..i;D.EP, DATEs04/04/95 TOTL DEP AMT: 401,1 . 50 14 : 49 04%05/95. , ; We havi)t IT ED your account for the following reason(s): TLR z .000-/150 EUavat ti "VERIFIED. CASH BREAKDOWN DELTA MUNICIPAL COURT Y':.. 1's " : • 1 . 50 ' s 350 . 45 CIVIC AVE. PR E ED BY 21 ..g .0. .100 ' s 1900 . PEshaq/WW/Bk . 5;r.3 0. FIS 0. PITTSBURG CA FIEDBY L.0.'.s .:; 80 . *COIP1 0 . 50 94555 1580. *DCLRD AMT, SUBJECT TO VERIFICATION DCLRD•s:` 4011 . 50 ACTL CASH: 3911 . 50 DIFFEREXCE: 100 . 00 AP O SI Tu BILL- A LOCATION NO. DEPOSIT DDA t Y7.38698002 7305980�J2 $ 100 . 00 :• gg:1202 6/89' 1: 73ar39800 Ell, •� ma�yA.� ..•w • i T�~'u�`��:3:wwr..�..... ....r:.n...+.. .._ ..� �_-�_..��.��•�<;-mfr dl'^ IST•• ya Vii: '<r';:• .. ' Office of ' COUNTY AUDITOR-CONTROLLER Contra Costa County Martinez, California January 19, 1995 TO: Phil Batchelor, County Administrator FROM: Kenneth J. Corcoran, Auditor-Controller By: Terry Vanden Heuvel, Staff Auditor�� SUBJECT: Cash Shortage -Walnut Creek-Danville Judicial District We have reviewed the request from Laura Bogardus, District Court Manager, for the relief of a $30 shortage which occurred on December 20, 1994. The department's investigation indicates that the shortage appears to be the result of incorrect change. We have discussed this item with the District Court Manager. The Court's procedure for making change is to verbally count the change given back to the defendant. We recommend relief of$30 be granted. cc: Nancy Rampani F CONTRA COSTA COUNTY RECEIVED JAN 2 31995 OFFICE OF COUNTY ADMINISTRATOR BARBARA ZUN113�A JUDGE MUNICIPAL COURT BRUCE VAN VOORHIS,JUDGE MERLE R.EATON,JUDGE '. WALNUT CREEK — DANVILLE JUDICIAL DISTRICT ` JOEL H.GOLUB,COURT COMMISSIONER 640 YGNACIO VALLEY ROAD,WALNUT CREEK;.CALIFORNIA 94596 KIRI TORRE n' z COUNTY MUNICIPAL COURT ADMINISTRATOR _ LAURA BOGARDUS EC E I V E D, DISTRICT COURT MANAGER 95 JAN 10 All :39 To: Auditor-Controller, County of Cont .f�,b -1, NTR0LLf From: Nancy Rampani, Intermin County Mun'� p'a1��G�c � 't Administrator By: Laura Bogardus, District Court Manager .Subject; RELIEF OF SHORTAGE IN ACCOUNT Walnut Creek-Danville Judicial District Pursuant to Bulletin No. 107 .4 of the County Administrator' s Office, relief is herewith requested for- shortage in the account of the Walnut Creek-Danville Municipal Court in the sum of: $30.00 Said shortage i.s fully described in the attached Shortage Report which correctly sets forth the following pertinent informa- tion: amount of shortage; date upon which it occurred; how and why it occurred; the efforts made to discover, ascertain and recover the shortage, including the dates of taking such action ; a statement to the effect that further efforts would probably not be successful and would not be justified by the amount of the shortage and the improbability of success . As far as can be ascertained, neither the .shortage nor any delay in its discovery was caused'by fraud or negligence. I declare under penalty of perjury- that the foregoing is true and correct. Executed on January 6 , 1994 at Walnut Creek, California. Auditor-Controller Department ROUTING SLIP s E istrict urt Manager Aud-Controller Attachments Asst Aud•Cont Admin Svcs Asst Prin Acct-LD grin Acct•RE Prin Aed-SW Priv Acct-Sy Prin Audita "- Syatema Exec Secreta ALAMO CANYON • DANVILLE DIABLO • LAFAYETTE • MORAGA • ORINDA RHEEM SAN RAMON WALNUT CREEK MUNICIPAL COURT OF CONTRA COSTA COUNTY [ ] Mt . Diablo [ ] say IK walnut creek-Danville [ ] Delta OVERAGE OR SHORTAGE REPORT Date I hereby certify that the amount over or short in the collections by �f#MyL. U&FXS today was : Overage $ (Complete item a) Shortage $ 30 (Complete items a and b) a . Overage is a result of : Shortage Incorrect Change . b . Efforts were made to discover, ascertain and recover the shortage on /a��- ��! by t4toj_4tOKS X Examining all work thoroughly, comparing transactions with checks and receipts issued wherever possible . Further efforts would probably not be successful and would not be justified by the amount of the shortage and the improbability of success . Other remarks or suggestions for preventing this type of error in the future ( if any) Signed Ac oun ng Division Approved Title Title AC-800