2004-1121-Resolution No. 2004-103 Recorded 8/24/2004REVIE ED
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LEGAL COUNSEL
/COUNTY NANCYUTES BLANKENSHIP,FFICIAL 000NTY CLERKDS Vu 20R-1121
COMMISSIONERS' JOURNAL 0812412004 03:46:15 PM
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2004-1121
r Vl
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON,
ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 911 COUNTY SERVICE
DISTRICT
A Resolution Establishing a Petty Cash Account
For Handling Minor Disbursements for the * RESOLUTION NO. 2004-103
Deschutes County 911 County Service District
WHEREAS, the Deschutes County 911 County Service District has a need for a petty cash account 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, ACTING AS THE GOVERNING BODY OF THE DESCHUTES COUNTY 911
COUNTY SERVICE DISTRICT, 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 the Deschutes County 911 County Service District.
Section 2. That $1.00.00 is the maximum amount authorized under this Resolution to be in this petty
cash account.
Section 3. That the object and purpose of the account is to pay miscellaneous disbursements relating
to the ordinary course of business.
Section 4. Administration of this petty cash fund shall comply with Deschutes County Policy #P-
1998-069.
Section 5. 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.
Section 6. The Finance Department will be responsible for the reconciliation of the account in
accordance with its policies and procedures.
PAGE 1 OF 2 -RESOLUTION NO. 2004-103 (8/25/04)
ATTEST:
0?
DATED this�2 rday of August, 2004.
Recording Secretary
PAGE 2 OF 2 -RESOLUTION NO. 2004-103 (8/25/04)
BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, ACTING AS THE GOVERNING BODY OF
THE DESCHUTES COUNT' 911 COUNTY SERVICE DISTRICT
MICHAEL M. nALY,
DFLF, Commi
R. LUKE, Commissioner
Judi Hasse
From:
Jeanine Faria
Sent:
Monday, August 16, 2004 9:14 AM
To:
Judi Hasse
Subject:
FW: petty cash fund
haven't spoken with Marty on this matter. 911 wants a petty cash fund. Laura has done what she needs to do, I think. It
would now be Marty's call to direct you to prepare the resolution to authorize a petty cash fund. If he has done so, that's
great. If he hasn't, please plan to bring it up with him. I would send him an email on it but it'll get lost in email cyber -space.
It doesn't seem important enough for me to leave him a voice mail message while he is out this week.
So, whenever you get to it, please talk to him about it. In the meantime, we can prepare the resolution. We did a
resolution sometime in July, August or September 2002 to establish a petty cash fund for the law library.
Jeanine
-----Original Message -----
From: Laura J. Wolfe, ENP
Sent: Monday, August 16, 2004 7:28 AM
To: Jeanine Faria
Subject: RE: petty cash fund
thank you...
-----Original Message -----
From: Jeanine Faria
Sent: Friday, August 13, 2004 8:13 AM
To: Laura J. Wolfe, ENP
Subject: RE: petty cash fund
Here is the County's existing petty cash policy. As 911 is a separate entity, it may be necessary to establish a
separate one; but I believe 911 follows most other County policies without having its own separate ones. (The
Employee Expense Reimbursement Policy as one example.) In order to obtain board approval for a petty cash fund, it
is necessary to identify the purpose and the amount (which you have done in your email). If Marty Wynne, as Finance
Director, determines that the request is reasonable then the Finance Department will prepare the resolution which will
then be put before the Board for approval.
« File: P-011-98 Petty Cash Policy[1].doc >>
-----Original Message -----
From: Laura J. Wolfe, ENP
Sent: Thursday, August 12, 2004 9:08 AM
To: Marty Wynne; Jeanine Faria
Cc: Kathleen DeForrest
Subject: petty cash fund
Marty,
I understand that in order for us to have a petty cash fund, that I need to petition you to write a resolution for the
board. Since I have been here, we have had numerous occasions to purchase items with personal funds, then
have to wait to be reimbursed. I would like to establish a petty cash fund of $100.00
We will use it for purchasing:
Stamps - I am doing customer satisfaction surveys and using a return stamped envelope
meeting supplies - muffins/break items - etc for the monthly meetings we have here in our office
Costco supplies -
Mailboxes etc - for mailing packages
Kitchen supplies that we can't purchase through office max or staples
We are drafting a policy for this - this is in draft form now,waiting to be approved by the eboard
I am attaching << File: 2.52 Petty Cash.doc >>