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HomeMy WebLinkAboutMINUTES - 03042003 - C52 TO: BOARD OF SUPERVISORS ., Contra FROM: John Sweeten, County Administrator Costa County DATE: March 4, 2003 '. " SUBJECT: TREASURER'S MONTHLY RECONCILIATION REPORT Specific Request(s) or Recommendations) & Background & Justification Recommendation: Acknowledge the receipt of the Treasurer's Reconciliation Reports as of December 31, 2002 and January 31, 2003 as requested by the 1992 Audit Management Letter of December 30, 1992 from KPMG Peat Marwick. Continued on Attachment:_YES Signature: r Recommendation of County Administrator Recommendation of Board Committee Approve Other Signature(s): Action of Board on: mmm 4,2oo-3 —Approved as Recommended-,Other Vote of Supervisors: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN Unanimous(Absentk ) AND ENTERED ON THE MINUTES OF THE Ayes: Noes: BOARD OF SUPERVISORS ON DATE SHOWN. Absent: Abstain: DISMICT III SEAT VACANT Contact: Tony Enea(335-1094) Attested: MARM 4, 2003 cc: Treasurer-Tax Collector John Sweeten, Clerk of the Board of Supervisors and County Administrator By:,O DEPUTY CONTRA COSTA COUNTY TREASURER-TAX COLLECTOR 625 COURT STREET, ROOM 100-142 MARTINEZ, CA 94553-4063 : January 10, 2003 T4: John Sweeten, County Administrator FROM: William J. Pollacek, Treasurer-Tax Collector SUBJECT: TREASURER'S MONTHLY RECONCILIATION REPORT AS OF DECEMBER 31, 2002 Submitted herein is the Treasurer's Reconciliation Report as requested by the 1992 Audit Management Letter of December 30, 1992, from KPMG Peat Marwick.' Attached are two exhibits: the Treasurer's internal cash and investments report (Exhibit 1); and, the Auditor's Treasurer's Control Fund General Ledger Report (Exhibit 2). A reconciliation page with explanations of the differences between the two reports is also included. WJP:CVJ:beb Attachments cc: Jack Cooper, Internal Audit CONTRA COSTA OOT " RECEIVED 3 ?_003 n`; y t -� OF110E OF CONTRA COSTA COUNTY Exhibit 1 12/31/02 NEW BALANCE CASH-VAULT&DRAWERS 301,470.18 CHECKS,ETC 1,763,562.57 UNION-REGENCY HILLS 0.00 WFB-ACCT 1312351 24,912,575.00 CASH IN BANKS 64,634,000.30 ***CASH ON HAND*** 91,611,608.05 TRUST-C.D.'S 2,873.11 TRUST-NEGO.C.D. 3,545,000.00 TRUST-COM'L PAPER 13,440,000.00 TRUST-REPO 0.00 TRUST-BKR'S ACCEPT 0.00 TRUST-U.S.GOVT 99,435,000.00 TRUST-L.A.I.F.TJ#0747 4,303,521.32 TRUST-OTHER{TAX GUARR.&SSI CHILDREN) 2821607.41 ***TRUST ACCOUNTS***8000 121,029,001.84 RET.ASSN.-C.D.'S 1,000,555.13 RET.ASSN.-NEGO.C.D.'S 0.00 RET.ASSN.-REAL ESTATE 293,271,083.99 RET.ASSN.-AL'T'ERNATIVE INV 51,540,172.10 RET.ASSN.-BONDS 934,732,311.63 RET.ASSN.-REPO TJ#0748 2,761,000.00 RET.ASSN.-STKS 1,045,958,962.90 ***RET.ASSN.INVEST***8901 2,329,264,085.75 DIST-C.D.'S 1,540,000.00 DIST-NEGO.C.D.'S 0.00 DIST-COM'L PAPER 66,738,000.00 DIST-ACALANIsS USD 0.00 DIST-MT DIABLO USD-GIC 0.00 DIST-BRENTWOOD USD 0.00 DIST-CCC COE 0.00 DIST-JOHN SWETT USD 0.00 DIST-ANTIOCH USD GIC 0.00 DIST-OAKLEY UESD 0.00 DIST-PITTSBURG USD 0.00 DIST-WEST CTY USD-GIC 36;825,000.00 DIST-LAFAYETTE SCHOOL DIST-GIC 0.00 DIST-LIBERTY UHSD-GIC 0.00 DIST-MARTINEZ USD-GIC 0.00 DIST-WALNUT CREEK SD-GIC 0.00 DISI'-BKR'S ACCEPT. 0.00 DIST-REPO 0.00 DIST-U.S.GOVT 124,001,000.00 DIST-L.A.I.F.TJ#0749 435;537,947.19 DIST-MED TERM NOTE 11,885,000.00 DIST-OTHER&MUNI BOND-CAMP 15,1081945.89 ***DISTRICT TOTAL*** 10007999 691,635,893.08 COUNTY-C.D.'S 0.00 COUNTY-BOA Asset Mgmt 49,744,878.00 COUNTY-NEGO.C.D.'S 0.00 COUNTY-COM'L PAPER 190,000,000.00 COUNTY-BKR'S ACCEPT 0.00 COUNTY-U.S.GOVT 77,000.00 COUNTY-REPO 337,239,000.00 COUNTY-L.A.I.F.TJ#0750 54,242,283.00 COUNTY-L.A.I.F.Portion Pledged to Fund 1015 27,500,000.00 ***COUNT'INVEST***8177 658;803,161.00 ***TOTAL ACCOUNTABILITY*** 3,892,543,749.72 tt a v.. uti ao d C {pt r., C}k t , � Q CV C7 ftl': :�� t:30 Odi> i� �"•", .. 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C :Li• C" d 4 (Dp Q, ;n 4OC>0440 004=0 C>C)OC44�C>C? :{ I . ._ ._.- Reconciliation Report as of December 31,2002 EXHIBIT 1 EXHIBIT 2 TREASURER'S OFFICE AUDITOR'S REPORT INTERNAL REPORT TREASURER'S CONTROL ACCOUNT CASH ON HAND FUND GENERAL LEDGER DIFFERENCE Cash On Hand I In hank 0002 $91,611,608.05 $91,611,608.05 $0.00 Retirement Investments 0005 $2,329,264,085.75 $2,329,264,085.75 $0.00 District Investments 0015 $691,635,893.08 $719,135,893.08 -$27,500,000.00 County Investments 0025 $658,803,161.00 $631,303,161.00 $27,500,000.00 {,? 'frust Investments 0031 $121,029,001.84 $121,024,001.84 $0.00 Bank Settlement 0035 $0.00 $21,239.73 -$21,239.73 (2) Totals $3,892,343,749.72 $3,892,364,989.45 421,239.73 Explanation of Differences; 1. The difference of$27,500,000.00 in Account 00I 5 and 0025 is of the CountyTax Revenue Anticipation Mote pledge fund. Though the borrowings are in effect a County investment,the pledge fund for the repayment is assigned the District fund number of 1015 to fully encumber and isolate the legally required pledged monies in the formal accounting records of the County. 2, Account 0035 shows a beginning balance of$17,320.25 in the Treasurer's Control Fund General Ledger plus a debit of$18,982.93 less a credit of$15,063.45,which includes Treasurer Journal number(s) 073804, 074500. The $21,239.73 represents the difference between the Auditor's office Redeemed Warrant System and the banks redeemed records. (Journal copies and copy of the Treasurer's Control Fund. General Ledger attached) Leh C � O\ z c P IV R N m *'+ un n fo) z cs y tit^ s u +J7 m "tr au ao n a: � CC C ti u: Jx LL V Z ? rw V-4 o LLI c Gtn _ M N eq N LIJz - _ : XLQ ar r� rte, v v: iei rY co *I ,_ CONTRA COSTA COUNTY TREASURER-TAX COLLECTOR 625 COURT STREET, ROOM 100-102 MARTINEZ, CA 94553-0063 DATE: February 12, 2003 TO: John Sweeten, County Administrator FROM: William J. Pollacek, Treasurer-Tax Collector SUBJECT: TREASURER'S MONTHLY RECONCILIATIO REPORT AS OF JANUARY 31, 2003 Submitted herein is the Treasurer's Reconciliation Report as requested by the 1992 Audit Management Letter of December 30, 1992, from KPMG Peat Marwick.' Attached are two exhibits: the Treasurer's internal cash and investments report (Exhibit 1); and, the Aud'itor's Treasurer's Control Fund General Ledger Report (Exhibit 2). A reconciliation page with explanations of the differences between the two reports is also included. WJP:CVJ:beb Attachments cc: Jack Cooper, Internal Audit >.. CONTRA COSTA COUNP �A RECEIVE } } T OF Reconciliation Report as of January 31,2003 EXHIBIT 1 EXHIBIT 2 TREASURER'S OFFICE AUDITOR'S REPORT INTERNAL REPORT TREASURER'S CONTROL ACCOUNT CASH ON:HAND FUND GENERAL LEDGER DIFFERENCE Cash On Mand>In Bank 0002 $98,265,064.14 $98,265,064.14 $0.00 Retirement Investments 0005 $2,307,977,590.33 $2,307,977,590.33 $0.00 District Investments 0015 $726,327,012.38 $753,872,530.02 -$27,545,517.64 County Investments 0025 $612,443,279.84 $584,897,762.20 $27,545,517.64 Trust Investments 0031 $123,124,286.96 $123,124,286.96 $0.00 Bank Settlement 0035 $0.00 $24,067.46 -$24,067.46 ta) Totals $3,868,137,233.65 -$24,067.46 Explanation of Differences: 1. The difference of$27,545,517.64 in Account 0415 and 0025 is the principal and accrued interest held in the County Tax and Revenue Anticipation Note pledge fund. Though the borrowings are in effect a County investment,the pledge fund for the repayment is assigned the District fund number of 1015 to fully encumber and isolate the legally required pledged monies in the formal accounting records of the County. 2. Account 0035 shows a beginning balance of$34,310.48 in the Treasurer's Control Fund General Ledger plus a debit of$9,732.65 less a credit of$15,975.67, which includes Treasurer Journal number(s) 08:5800 & 086700. The$24,067.46 represents the difference between the Auditor's office Redeemed Warrant System and the banks redeemed records. (Journal copies and copy of the Treasurer's Control Fund General Ledger attached) CONTRA COSTA COUNTY Exhibit 1 01/31/03 NEW BALANCE CASH-VAULT&DRAWERS 176,983.07 CHECKS,ETC 1,792,670.61 UNION-REGENCY HILLS 0.00 WFB-ACCT 1312351 34,912,575.00 CASH IN BANKS 61,382,835.46 ***CASH ON HAND*** 98,265,064,14 TRUST-C.D.'S 2,873.11 TRUST-NEGO.C.D. 3,545,000.00 TRUST-COM'L PAPER 11,774,000.00 TRUST-REPO 0.00 TRUST-BKR'S ACCEPT 0.00 TRUST-U.S.GOVT 103,169,000.00 TRUST-L.A.I.F.TJ# 4,350,806.44 TRUST-OTHER(TAX GUARR.&SSI CHILDREN) 282,607.41 ***TRUST ACCOUNTS***8000 123,124,286.96 RET.ASSN.-C.D.'S 1,000,555.13 RET.ASSN.-NEGO.C.D.'S 0.00 RET.ASSN.-REAL ESTATE 286,279,001.54 RET.ASSN.-ALTERNATIVE INV 51,903,808.10 RET.ASSN.-BONDS 916,103,352.93 RET.ASSN.-REPO TJ# 10,812,000.00 RET.ASSN.-STKS 1,041,878,872.63 ***RET.ASSN.INVEST***8901 2,307,977,594.33 DIST-C.D.'S 1,540,000.00 DIST-NEGO.C.D.'S 0.00 DIST-COM'L PAPER 66,811,000.00 DIST-ACALANES USD 0.00 DIST-MT DIABLO USD-GIC 0.00 DIST-BRENTWOOD USD 0.00 DIST-CCC COE 0.00 DIST-JOHN SWETT USD 0.00 DIST-ANTIOCH USD GIC 0.00 DIST-OAKLEY UESD 0.00 DIST-PITTSBURG USD 0.00 DIST-WEST CTY USD-GIC 36,825,000.00 DIST-LAFAYETTE SCHOOL DIST-GIC 0.00 DIST-LIBERTY UHSD-GIC 0.00 DIST-MARTINEZ USD-GIC 0.00 DIST-WALNUT CREEK SD-GIC 0.00 DIST-BKR'S ACCEPT. 0.00 DIST-REPO 0.00 DIST-U.S.GOVT 123,204,000.00 DIST-L.A.I.F.TJ#0869 471,011,803.08 DIST-MED TERM NOTE 11:,885,000.00 DIST-+OTHER&MUNI BOND-CAMP 15,050,209.30 ***DISTRICT TOTAL*** 1400-7999 724,327,012.38 COUNTY-C.D.'S 0.00 COUNTY-BOA Asset Mgmt 39,744,878.00 COUNTY-NEGO.C.D.'S 20,000,040.00 COUNTY-COM'L PAPER 85,000,000.00 COUNTY-BKR'S ACCEPT 0.00 COUNTY-U.S.GOVT 20 676,000.00 COUNTY-REPO 365,188,000.00 COUNTY-L.A.I.F.TJ#0870 54,288,884.20 COUNTY-L.A.I.F.Portion Pledged to Fund 1015 27,545,517.64 ***COUNTY INVEST***8177 612;443,279.84 ***TOTAL ACCOUNTABILITY*** 3,868,137,233.65 M r.. r ea . 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