HomeMy WebLinkAboutMINUTES - 04231996 - C84 TO: BOARD OF SUPERVISORS
FROM: Anne Henley Cain,Assistant County Librarian
DATE: March 8,1996
SUBJECT: AUTHORIZING RELIEF FROM CASH SHORTAGE IN REVENUE ACCOUNT AT THE
WALNUT CREEK LIBRARY
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Authorize relief from shortage at the Walnut Creek Library, Revenue Account, $307.23, pursuant Government Code
Section 29390.
FINANCIAL IMPACT:
Due to theft the Library lost revenue and change funds as follows:
$60.00 Change Fund
$49.73 Lost and Damaged
$20.00 Non-Refundable Processing Fee
$ 7.25 Requests
$170.25 Fines
$307.23 TOTAL
BACKGROUND:
On March 8, 1996, at 9:00 a.m., Library Employees Leila Kennedy and Barbara Klein arrived at the Walnut Creek
Library. Upon entering,they discovered the library had been broken into.Two copy machines and the locked locker where
the library money is kept,had been broken into. They immediately left the library and went across the street to the police
station to report the incident.The window next to the sliding glass door in the Children's area was broken.
CONTINUED ON ATTACHMENT: YES SIGNATUREOV4LQ GY/lU
_RECOMMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON April 23 , 1996 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS A TRUE
XUNANIMOUS(ABSENT --———-- ) AND CORRECT COPY OF AN ACTION TAKEN AND
AYES: NOES: ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
ATTEST pr i 1 2 3, 19 9 6
Contact: Jeanne FabbrL 646-6423 P UATCHFLOR,CLERK OF T BOARD OF
O MINIS R
cc: County Library
Comely Admmatrator y
County Auditor
i:\ slshortage.wnl
Office of
COUNTY AUDITOR-CONTROLLER
Contra Costa County
Martinez, California
April 1, 1996
TO: Phil Batchelor, County Administrator
FROM: Kenneth J. Corcoran, Auditor-Controller
By: David A. Sumner, CIA, Senior Auditor
SUBJECT: Relief of Cash Shortage, Walnut Creek Library
We have reviewed the attached request for relief of a $307.23 cash shortage that occurred at the
Walnut Creek Library on March 8, 1996.
We recommend that relief of the $307.23 shortage be granted.
KJC/DAS:das
0105MCL6
Attachment
CONTRA COSTA COUNTY
c: Anne Marie Gold RECEIVED
APR 2 1996
OFFICE OF
COUNTY ADMINISTRATOR
Contra Costa County Library
Inter-Office Memo
646-6423
To: Kenneth J. Corcoran, Auditor-Controller RECEIVE®
APR 0 1 1996
From: Anne Marie Gold, County Librarian
INTERIVALAUDff DMSION
Date: March 22, 1996
SUBJECT: RELIEF FROM SHORTAGE IN REVENUE FUND ACCOUNT AT
THE WALNUT CREEK LIBRARY
REFERENCE: Administrative Bulletin 107.5
Pursuant to Government Code Section 29290
In compliance with referenced bulletin, there is an attached report to the Board of
Supervisors requesting relief from a shortage at the Walnut Creek Library for the
amount of $247.23 (Revenue Fund Account) and $60.00 (Change Fund).
Breakdown as follows:
$ 60.00 Change Fund
$ 49.73 Lost and Damaged
$ 20.00 Non-Refundable Processing Fee
$ 7.25 Requests
$170.25 Fines
$307.23 TOTAL
To the best of my knowledge, the shortage was not caused by fraud, nor gross
negligence. It was caused by theft during a break-in at the Walnut Creek Library on
March 8, 1996.
It is requested that your office take necessary action to relieve this Department of
the shortage.
Attachments - a/s
iAcarolyn\memwcl
CONTRA COSTA COUNTY LIBRARY
INCIDENT REPORT
Please complete within twenty-four hours of the incident and forward to the appropriate Deputy County Librarian.
Type or print legibly.
1. Date of Incident: 3 2. Time of Day: 9/a wl 1 s c va12c`o�
3. Branch: �'L
4. Specific location of incident: I N 7-&-m-,, o a r"Jt`
5. If you do not have direct knowledge of the incident, please list the name(s) of the staff who reported the
incident to you:
6. Type of Incident:
❑ Building Maintenance Emergency Break-in/Iheft Vandalism ❑ Robbery/Personal Attack
❑ Disturbed or problem patron Property Damage ❑ Fire
❑ Medical Emergency
❑ Other
7. Please describe incident as thoroughly as possible; include names, physical description, times, actions taken
by other department staff, etc. Note, in case of criminal activity or disturbed patron, if identity of person is
known and/or if it is a repeat problem.
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CONTRA COSTA COUNTY LIBRARY
INCIDENT REPORT -
8. Assistance sought by staff:
ibra y Administration ❑General Services J Police ❑ Fire ❑Paramedics ❑Other(specify)
ame of Contact Person:_ Nr C`1� ( N
Police Report Number: ��o �3�•�
(May be filled in later)
9. Is any follow-up necessary or recommended? Explain:
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10. Additional comments: A b rm i ti �-
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Submitted by:—,--? Date:
Reviewed by: ��i � �C/ �� 1 Date:
VFi K-jEw4C1 DENT.2
MAR 08 '1:4S 11.43AM CCC LIBRARY ADMIN, P. 1i2 ' C v 7
REPORT O.F MISSING COUNTY FUNDS/EQUIPMENT -
How much money is missing? - �Total)
Library Change Fund $ &0 , 00
Library Reserved $
Reserves $
Xerox Copies $
Copy Machine Change Fund $ (JNKNuci -1
What equipment is missing?
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Who discovered missing funds/equipment? Lctc./t
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Name of person who last counted and/or locked up money,
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Where was money kept? 1 ,�, ,� ,� v .o s ,, U` , L,
Where was money found?
Were there any signs of a break-in? It c7S
List signs-
DJD 2 i v c L--e $ ? (✓�C-O c!G c �iC-v J i�u L u.� O i=��
Date and time Police Department was notified. v-A
Name of Police Officer. /i NSC e_ 4t ti iY1 S r 0 ,C
Case Number. 1.39 3/92
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Comments from Police Officer; ftp i�ro�6,;p
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Date and Time Administration was notified.
Action Taken/Recommended Precautions or suggestions by Branch Librarian:
Other Missing Items - Non-County: (e.g, Friends money, Staff personnel belongings)
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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.
Signaturd Title
Dat
1.79(3,92)
MAR-13-1996. ` 16:24 WALNUT CREEK LIBRARY . 510 646 6048
P.01
CONTRA COSTA COUNTY-LIBRARY
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BRANCH DEPOSIT,DETAIL -
BRANCH : DATE
F„L: .•j., it
Lost & Damaged
Non' Refundable Processing Fee t,
•�660
MeetingRoom Rental
Requests
Photo Copies
Fax Invoices
Fines
Overages
Shortages
(Not covered by Cash Difference Fund)
OTHER,(Explanation):
TOTAL:
INCI USIVE RECEIPT NO.'S USED COVERS PERIOD
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M E M O R A N D U M
DATE: March 12, 1996
TO: Administration
FROM: Ann Shelton
RE: Break-in and Robbery at Walnut Creek discovered on
March 8, 1996
This is a summary for the record of the events (as reported by the staff present at
the time) surrounding the break-in and robbery that took place at the Walnut Creek
branch sometime between closing (6:00 p.m.) Thursday, March 7 and the arrival of
staff at 9:00 a.m. on Friday, March 8. The staff scheduled to work that day were:
Carroll Phillips, Adult Services Librarian - librarian in charge; attended Advanced
PAC training at Central from 9-11 a.m.; arrived at branch around 11:20 a.m.
Leila Kennedy, temporary Library Clerk
Barbara Klein, substitute Library Assistant
Lori Brown, substitute Library Assistant
Linda Glowienka, Library Aide
Justin Ward, Library Student Assistant (1-5 p.m.)
Leila Kennedy and Barbara Klein arrived first and discovered the break-in. See
the attached incident report for Leila Kennedy's account of the events. It is my
understanding that Rose-Marie Kennedy and Anne Cain came to the branch in
response to the situation. They brought a $10.00 check and $50.00 in cash in order
to set up the register for the day.
Loss of cash:
1. County Funds: We had made a deposit on Weds., March 6, banking the
receipts from March 1, 3 and 4. We were closed on Tues., March 5. The receipts
from Weds., March 6 in the amount of$155.95 and from Thurs., March 7 in the
amount of$91.28, plus the $60.00 used as the change fund were stolen from the
daily receipts bank bag in the locker for a total of$307.23 missing.
2. Friends Funds: Two canisters are kept at the circulation desk for accepting
payment for books sold by the Friends in the lobby. This is locked up at night, but it is
not counted by staff, as the treasurer of the Friends does all accounting for Friends
money. These canisters(one for coins, one for currency) were both found empty.
3. Copier vendor money: One of the coin receptacles of one of the two copiers was
broken into successfully. I do not know the amount of money that was missing as an
agent of the vendor came out to deal with this theft.'
Property damage:
1. County property: The sliding glass door was broken open. Attached is form
handed to staff by the company that came to fix the door (Glass Center, 686 Escobar
Street, Martinez, CA 94553). No price is indicated.
The locker the money was stored in was pried open and will need to be repaired.
2. Copier vendor property: Both copiers were beat on, presumably with something
like a crowbar. The agent of the company had one of the machines back in operation
by Saturday when I arrived. The second machine was repaired on the following
Monday.
A county carpenter also came to the branch on Friday. He.reported to Carroll
Phillips that the springs are broken in the front door(apparently didn't specify which of
the four doors at two entrances), and that these would be replaced, but he
recommended that the doors themselves be replaced. He also recommended that
we have a lock and hasp installed on the sliding doors to the patio (where the break-
in occurred.
The officer who responded to the report to the police was Jerry Whiting. The case
file is #96-5385.
686 Escobar Street
Service
All UD Martinez, CA 94553
- -
California Phone: (slo) 228-9441
Fax: (510) 228-4482
COMMERCIAL RESIDENTIAL AUTO EMERGENCY SERVICE (800) 586-5414. i
i
.PURCHASE ( DATE
ORDER N0. ,
CUSTOMER STATE TAX OR EXEMPT NO. CUSTOMER FEDERAL TAX I.D.NO. ADV.CODE SALESMAN I.D. ORDER TAKEN BY INSTALLED BY FEDERAL TAX I.D.NO.
i
BILL TO: SOLD � (�X rI(4 = 1..Le-.0 i. L.. f��i�/_✓U r
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INSURANCEPROOF OF •
INSURANCE CO. POLICY NO.
INSURANCE CO.
PHONE NO. CLAIM NO.
CAUSE&
POLICY NAME LOSS LOCATION +
AGENT NAME VERIFIED BY
AGENT PHONE DATE OF LOSS DEDUCTIBLE
• ' •
MAKE "MODEL YEAR DOORS'.
ODOMETER LICENSE . VEHICLE
QTY UNIT SIZE DESCRIPTION LIST EXTENSION DISC. NETTOTAL
X ,
X
X --
X
X
- SUBTOTAL :
AUTHORIZATION TO PAY :
hereby authorize and empower the above-named insurance company to pay this invoice in full settlement,satisfaction TAX
End discharge of all loss under the above policy. Upon such payment,all rights I may have for claim and demand for loss
Ind damage described above against the above named insurance company shall be thereby forever discharged. In the LABOR
;vent that the above named insurance company does not make timely and/or full payment of this invoice according to its
erms. I hereby accept responsibility for such payment and agree to pay all charges reflected on this invoice to the above TOTAL :
lamed glass company subject to and according to all terms and conditions on this invoice.
TERMS: NET 30 DAYS,SERVICE CHARGE OF 1 A%PER Ml pb H(16%PER ANNUM)WILL BE CHARGED ON OVERDUE ACCOUNTS.