HomeMy WebLinkAboutMINUTES - 03191996 - C38 TO: BOARD OF SUPERVISORS Contra
FROM:'• ,� � Costa
PHIL BATCHELOR, County Administrator r
k °� County
4
DATE: March 19, 1996 C ANT`
SUBJECT:
RELIEF OF CASH SHORTAGES - MUNICIPAL COURTS
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Approve relief of cash shortageof $50.00 in the Walnut Creek-Danville Municipal Court, as
recommended by the Auditor-Controller.
BACKGROUND
A cash shortage occurred in the Walnut Creek-Danville Municipal Court on February 1,
1996 in the amount of $50.00. The exact cause of the shortage could not be determined,
but it is suspected that the court cashier accidentally gave incorrect change while attending
a customer who was mute. The transaction was complicated by notes being written back
and forth between the cashier and the customer.
Based upon the commitment 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:
(a2
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOA OMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON - March 19., 1996 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
X 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: ATTESTED March 1•9, 1996
Contact: Ken Torre (510) 646-6007 PHIL BATCHELOR,CLERK OF THE BOARD OF
Municipal Courts Administration SUPERVISORS AND COUNTY ADMINISTRATOR
County Administrator ,
Auditor-Controller
BY DEPUTY
M382 (10/88)
Office of
COUNTY AUDITOR-CONTROLLER
Contra Costa County
Martinez, California
February 15, 1996
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 attached.request from Ken Torre, County Municipal Court Administrator, by
Laura Bogardus, District Court Manager, requesting relief of a $50 shortage that occurred in the
Walnut Creek-Danville Municipal Court on February 1, 1996. The District Court Manager believes
that the probable cause of the shortage is the teller giving incorrect change. The Court has taken steps
to improve cash handling procedures.
We recommend relief of$50 be granted.
cc: Ken Torre, County Municipal Court Administrator
CONTRA COSTA COUNTY
RECEIVED
FEB 2.0 iq%
OFFICE OF
COUNTY ADMINISTRATOR
MUNICIPAL COURT BRUCE VAN VOORHIS,JUDGEuoGE
I:•,__•- -=''•.D,t, MERLE R.EATON,�uoGE
JUDGE
WALNUT CREEK — DANVILLE JUDICIAL DISTRICT BREL H.GO UB,COURT
--_ " JOEL H.GOLUB,COURT COMMISSIONER
640 YGNACIO VALLEYROAD,WALNUT CREEK,CALIFORNIA 94596-1 128
_ LAURA BOGARDUS
OISTRICT COURT MANAGER
TO: Auditor Controller, County of Contra Costa
FROM: Ken Torre, County Municipal Court Administrator
By Laura Bogardus, District Court Manager
SUBJECT: RELIEF OF SHORTAGE IN ACCOUNT
Walnut Creek-Danville Judicial District
DATE: February 14, 1996
Pursuant to Bulletin No. 207.5 of the County Administrator's Office, relief is herewith
requested for a shortage in the account of the Walnut Creek-Danville Municipal Court in the total
sum of fifty dollars.
The said shortage is described in the attached Shortage Report which correctly sets forth
the following pertinent information: the amount of the shortage; the 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 N at Walnut Creek, California.
District Court anager
ALAMO CANYON DANVILLE • DIABLO LAFAYETTE MORAGA • ORINDA • RHEEM SAN RAMON WALNUT CREEK
MUNICIPAL COURT OF CONTRA COSTA COUNTY
WALNUT CREEK-DANVILLE MUNICIPAL COURT
OVERAGE OR SHORTAGE REPORT
February 1, 1996
I hereby certify that the amount short in the collections by Vicki Davis
today was $50 . 00 . The shortage is a result of incorrect change.
Efforts were made to discover, ascertain and recover the shortage on 2/1/96
by Vicki Davis, Lee Zahn, Jody Hilbun and Jan Phipps . They examined all work
throughly, comparing transactions with checks and receipts issued wherever
possible . Also checking the counter and trash cans .
Upon further investigation, it was learned that the cashier felt that she may
have given incorrect change to a customer who was mute. But when we called
.his residence, the customer' s father indicated that the customer (his son)
remembered receiving correct change. This was a confusing transaction
because the customer owed a $124 . 00 and gave the cashier three fifty dollar
bills . When the customer realized the cashier would have to get change in
order to process the transaction the customer informed the cashier that he
had exact change so they started over. During this transaction, the cashier
and the customer wrote notes back and forth. This might or might not be the
transaction where the incorrect change was given. Further efforts would
probably not be successful and would not be justified by the amount of the
shortage and the improbability of success .
This new cashier was instructed to make sure that when she is collecting
monies to always make sure she is in control of the transaction. Also,
before the customer leaves, the cashier should feel that' the transaction was
successful . Additionally, the cashier is to count the money back out loud
and then give the customer the receipt. If the cashier encounters any
unusual situations, it is okay for her to ask her supervisor or the lead
clerk to oversee her cash handling practices . Finally the cashier was
instructed that when collecting monies do not place the money in your divided
tray until you have given the customer his/her change.
7
Signed
kc—colhnM Division
Approved Ci
District Cour anager
wp.tellerof. 021496