2002-1383-Resolution No. 2002-108 Recorded 12/17/2002R;07MUN
D
GSEL
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DESCHUTES COUNTY OFFICIAL RECORDS
MARY SUE PENHOLLOW, COUNTY CLERK
COMM'
ISSIONERS JOURNAL
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CJ 100.1383
12/17/1002 12;08;49 PM
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Establishing Petty Cash Accounts
for Handling Minor Disbursements within the * RESOLUTION NO. 2002-108
Deschutes County Mental Health Department for
Community Support Services & Emma's Place.
WHEREAS, Deschutes County Mental Health Department has a need for petty cash accounts for the
Community Support Services and Emma's Place satellite locations for handling minor disbursements during the
course of business, and
WHEREAS, ORS 294.465 provides that petty 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 a petty cash account for the handling of minor disbursements relating to the ordinary
course of business needs to be established for each of the Deschutes County Mental Health Department's
satellite locations of Community Support Services & Emma's Place.
Section 2. That $100.00 is the maximum amount authorized under this Resolution to be put in the
Community Support Services location and that $50.00 is the maximum amount authorized under this Resolution
to be put in the Emma's Place location.
Section 3. That the object and purpose of these accounts is to pay miscellaneous disbursements relating
to the ordinary course of business.
Section 4. Depletions from these accounts may be replenished from the Materials and Services line
items of Fund 275.
Section 5. Expenditure of funds out of the petty cash accounts 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
these accounts 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.
PAGE 1 OF 2 — RESOLUTION NO. 2002-108 (12/11/02)
Section 7. The Finance Department will be responsible for the reconciliation of the accounts in
accordance with its policies and procedures.
ATTEST:
DATED this 11th day of December, 2002.
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OlfEGON
TOM DEWLF, Chair
DENNIS R. LUKE,
Recording Secretary M161AIEL M. AL ,
PAGE 2 OF 2 — RESOLUTION NO. 2002-108 (12/11/02)
Teri Maerki
From:
Greg Canfield
Sent:
Thursday, November 21, 2002 10:27 AM
To:
Teri Maerki
Subject:
FW: Petty cash
Good morning Teri, sorry for the delay on your request but I was waiting for some help from Nita Roberts. The 2 locations
are CSS and Emma's Place. See response below from Nita for examples of need for petty cash use. Let me know if you
have any other questions.
Greg
-----Original Message -----
From: Nita Roberts
Sent: Thursday, November 21, 2002 9:02 AM
To: Greg Canfield
Subject: RE: Petty cash
Hello out there Greg,
Things we buy occasionally at CSS are for example a halogen bulb for the waiting room lamp, restroom spray, a
miscellaneous
ingredient for a clubhouse project, clock for the group room etc. Most of these expenditures are less than 5 to 10 dollars
and when
I ask staff to pick them up I don't want them out of pocket so I reimburse them and hold receipts til I put through an
expense
report and it would be nice not to have to be the bank.
At Emmas, Sarah needs to be able to get things like make a key for the computer room, an occasional stamp, small token
reward
incentives for clients, pay for minor costs associated with client outings.
Thank you for staying on this Greg
Nita
Judi Hasse
From: Teri Maerki
Sent: Thursday, December 05, 2002 10:07 AM
To: Judi Hasse
Subject: FW: Several items
I spoke with Greg regarding the maximum amount for the new checking account and we agreed that $1,000 would be
sufficient. I also let Marty know about this change at our weekly meeting.
Thanks for your help!
Teri Maerki, Financial/Budget Analyst
Deschutes County Finance Department
1340 NW Wall Street
Bend, OR 97701
Phone (541) 388-6536
FAX (541) 330-5525
terim@deschutes.org
Teri Maerki.vcf
-----Original Message -----
From: Marry Wynne
Sent: Tuesday, November 12, 2002 2:17 PM
To: Teri Maerki
Subject: FW: Several items
Hi Teri,
F.Y.I. - let's discuss. Thanks.
Marty
-----Original Message -----
From: Greg Canfield
Sent: Tuesday, November 12, 2002 2:16 PM
To: Marry Wynne
Cc: Nita Roberts; Tammie Walker
Subject: Several items
Hi Marty, hope all is going well. I am resending a couple of requests I made of you on 10/10/02. 1 have not heard back so
I was hoping you could give me a status update. Thank you Marty,
Original message
Next, I would like to obtain the necessary authorization to establish 2 new petty cash accounts, one for $100 and the other
for $50. These would be at 2 of our satellite locations, a very good case has been presented to me justifying the need for
the establishment of each of these funds.
Next, I would like to take the necessary steps to close our existing checking account that we share with the Health Dept,
there is no longer any more reason for us to share an account with Health than there is any other Dept of the County
(linked to time when the 2 dept's were going to merge I believe). Simultaneously I would like to open a new checking
account just for the Mental Health dept primarily for our somewhat large (up to $2,000) emergency type disbursements for
customers crisis situations. Please let me know if you have any questions. Thank you Marty,
Greg Canfield
Business Manager
Deschutes County Mental Health
2577 NE Courtney Drive