2002-191-Resolution No. 2002-015 Recorded 3/28/2002DESCHUTES COUNTY OFFICIAL RECORDS /�
RE MARY SUE PENHOLLOW, COUNTY CLERK CJ �QO�-191
COMMISSIONERS' JOURNAL
03/28/2002 03:40:29 PM
LE L NSEL
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Establishing an Imprest
Checking Account for Handling
Miscellaneous Disbursements for Deschutes
County Health & Mental Health Departments.
RESOLUTION NO. 2002-015
WHEREAS, Deschutes County Health & Mental Health Departments have a need for an imprest
checking account for handling miscellaneous disbursements to accommodate client needs that must be met in a
more timely manner than the regular course of business allows.
WHEREAS, ORS 294.465 provides that imprest cash accounts for handling minor disbursements must
be established by resolution of the Board of County Commissioners; now, therefore,
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. That an imprest checking account for the handling of miscellaneous disbursements relating
to clients in crisis with immediate needs be established for the Deschutes County Health & Mental Health
Departments.
Section 2. That $2,000.00 is the maximum amount authorized under this Resolution to be in this
imprest account.
Section 3. That the object and purpose of the account is to pay miscellaneous disbursements relating to
situations where a client in crisis has an immediate need for funds.
Section 4. Depletions from the account will be replenished from the Materials and Services line items
of Funds 259 and 275, based on receipts provided to the Finance Department.
Section 5. Expenditure of funds out of the imprest checking account must be supported by a receipt or
record for the expenditure. An accounting of all such expenditures shall be maintained with the account records.
Section 6. No person shall expend or encumber, or authorize expenditure or encumbrance of funds from
this account in excess of the balance of the fund or for a purpose for which there is no appropriation or source of
reimbursement authorized at that time.
RESOLUTION No. 2002-01.5 (3/27/02)
Section 7. The Finance Department will be responsible for the reconciliation of the account in
accordance with its policies and procedures.
Dated this 27"' day of March, 2002.
ATTEST:
(For",;
Recording Secretary
RESOLUTION No. 2002-015 (3/27/02)
BOARD OF COUNTY COMMISSIONERS FOR
DESCHUTES COUNTY, OREGO
TOM DEWO , Chair
DtftlS R. LUKE, Commissioner
MICHAEL M. DALY, Commissioner
DATE: February 22, 2002
TO: Marty Wynne
Finance
FROM: Teri Maerki
Finance
RE: Request for an Imprest Checking Account
Managers and staff of both Health and Mental Health Departments have identified the
need to have an imprest checking account to accommodate client needs that must be met
earlier than the regular course of business allows. Situations where there is a client in
crisis with an immediate need requiring funds occur on the average three times a month.
In assisting HIV clients, particularly in the locating housing, most vendors that are
willing to participate in the care of these clients want to receive compensation at the time
of occupancy. Staff members have had to spend enormous amounts of time with
landlords trying to convince them to take a purchase order.
In the past the need has arisen to not only pay for cleaning deposits or rent advances for
mental health clients, but also for gas and food while in another city.
With the needs of these clients becoming more difficult to meet in a short time period, the
Health and Mental Health Departments are requesting an imprest checking account in the
amount of $2,000 to facilitate providing the materials and services required.
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