HomeMy WebLinkAboutRes 002 - Legal Imprest Account
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of January 18, 2012
_____________________________
Please see directions for completing this document on the next page.
DATE: January 9, 2012
FROM: Mark Pilliod Legal Counsel 388-6625
TITLE OF AGENDA ITEM:
Consideration of Signature of Resolution No. 2012-002, Amending Resolution 2010-118, Authorizing
an Increase in the Legal Department's Impresent Checking Account and the Issuance of a Credit Card
for the Legal Department.
PUBLIC HEARING ON THIS DATE? NO.
BACKGROUND AND POLICY IMPLICATIONS:
Because the Legal Department requires access to checking account resources in excess of the
previously authorized $1,000.00, Resolution No. 2012-002 would increase the limit to $2,500.
Presently, State Appellate Courts now allow and Federal Courts require that legal briefs and other
documents be filed electronically. The Oregon Judicial Department and Federal Courts also require
that various fees and surcharges be paid by credit card. The Deschutes County Legal Counsel's Office
requires a County credit card in order to satisfy the State and Federal Courts’ filing requirements. The
use of such credit card would be limited to payment for filing fees, document recovery charges and
other court-related fees for which the courts will neither bill nor accept checks.
FISCAL IMPLICATIONS:
None
RECOMMENDATION & ACTION REQUESTED:
Move adoption of recommended Resoluion 2012-02, attached
ATTENDANCE: Mark Pilliod, Legal Counsel
DISTRIBUTION OF DOCUMENTS:
File original in Commissioners' Journal, with copies to Legal and Finance
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Amending Resolution 20 I 0-118 *
Authorizing an Increase in the Amount and * RESOLUTION NO. 2012-002
Permissible Use for the Imprest Checking *
Account for the Legal Department and the *
Issuance of a Credit Card for the Legal *
Department *
WHEREAS, because the Legal Department requires access to checking account resources in excess of
the previously authorized $1,000.00, Resolution 20 I 0-118 increased the limit to $2,500; and
WHEREAS, State Appellate Courts now allow and Federal Courts require that legal briefs and other
documents be filed electronically; and
WHEREAS, the Oregon Judicial Department and Federal Courts require that various fees and
surcharges be paid by credit card; and
WHEREAS, the Deschutes County Legal Counsel Office requires a County credit card in order to
satisty the State and Federal Courts' filing requirements; and
WHEREAS, the use of such credit card would be limited to payment for filing fees, document recovery
charges and other court-related fees for which the courts will neither bill nor accept checks; now therefore:
BE IT RESOL YEO BY THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES
COUNTY, OREGON, as follows:
Section 1. Resolution No. 20 I 0-118 is amended as follows:
a. The County Treasurer shall make all necessary arrangements to secure a credit card for the
County Legal Department with a maximum line of credit of $5,000.00. The limit may be
increased in the future commensurate with actual experience.
b. Expenditures of resources from the Imprest checking account and credit card shall be
supported by a receipt or record for each such expenditure. The credit card shall be used
only for purposes of satistying filing fees and charges of the Oregon Judicial Department or
Federal Courts.
c. Only County Legal Counsel and Assistant County Counsel are responsible for authorizing,
in writing, all charges made by utilizing the checking account and the Legal Department
credit card. In the absence of County Legal Counsel and Assistant County Counsel, the
PAGE I OF 2-RESOLUTION NO. 20120-002
d. No person shall expend or encumber, or authorize expenditure or encumbrance of funds
from the checking Account or credit card in excess of the balance of the fund or credit
available, or for a purpose for which there is no appropriation or authorized purpose or
source of reimbursement.
e Receipts shall be attached to the vouchers requesting reimbursement to the checking
account and payment of the credit card invoice, and timely presented to the Finance
Department pursuant to the normal cycle of the accounts payable procedures in order to
avoid late fees.
f. Except as otherwise provided herein, Resolution No. 20 I 0-118 shall remain in full force
and effect.
DATED this __day of_______, 2012. BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
ANTHONY DEBONE, Chair
ATTEST:
ALAN UNGER, Vice Chair
Recording Secretary TAMMY BANEY, Commissioner
PAGE 2 OF 2 -RESOLUTION NO. 20120-002