HomeMy WebLinkAboutRes 150 - Estab Imprest Checking - Mental HealthDeschutes 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 December 15, 2008
Please see directions for completing this document on the next page.
DATE: December 9, 2008
FROM: Marty Wynne Finance Phone # (541) 388-6559
TITLE OF AGENDA ITEM:
Consideration and signature of Resolution #2008-150, establishing an Imprest checking account for the
Deschutes County Mental Health Department.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
Consideration of Resolution #2008-150, establishing an Imprest checking account for the Deschute;
County Mental Health Department. The Mental Health Department has a need for an Imprest check zng
in the amount of $1,000 to transact daily business.
FISCAL IMPLICATIONS:
An Imprest checking account in the amount of $1,000 will be established.
RECOMMENDATION & ACTION REQUESTED:
Approval and signature of Resolution #2008-150.
ATTENDANCE: Marty Wynne
DISTRIBUTION OF DOCUMENTS:
Marty Wynne, Finance Department 388-6559
Scott Johnson, Mental Health Department 322-7502
Sherri Pinner, Mental Health Department 322-7509
REVIEWED
LEGAL COUNSEL
For Recording Stamp Only
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
A Resolution Establishing an Imprest Checking
Account in the amount of $1,000 to facilitate
Daily operations of the Mental Health Department. *
*
RESOLUTION NO. 2008-150
WHEREAS, Deschutes County Mental Health Department has a need for an Imprest checkin;;
account to facilitate daily operations; and,
WHEREAS, ORS 294.465 provides that such accounts for handling disbursements must EQ,
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 shall be established for the Mental Health
Department daily operations.
Section 2. That the amount deposited into such account will be sufficient for such
transactions.
Section 3. Disbursements from this Imprest checking account shall be supported by
documentation for such disbursement and an accounting of all such expenditures shall be maintained
with the account records.
Section 4. The Mental Health Department shall be responsible for the reconciliation of the
account in accordance with its policies and procedures.
DATED this th day of December, 2008.
BOARD OF COUNTY COMMISSIONERS OF
DESCHUTES COUNTY, OREGON
DENNIS R. LUKE, Chair
ATTEST: TAMMY BANEY, Vice -Chair
Recording Secretary MICHAEL M. DALY, Commissioner
PAGE 1 OF 1 -RESOLUTION NO. 2008-150 (12/10/08)
Lacy Nichols
From: Jeanine Faria
Sent: Tuesday, November 18, 2008 8:42 AM
To: Sherri Pinner
Cc: David Givans; Lacy Nichols
Subject: RE: Change funds/petty cash funds
The best way to deal with this is to prepare a new resolution authorizing the change fund
and petty cash funds. (From your email, it appears that the Imprest checking is
appropriately authorized.) The new resolution can specifically rescind prior resolutLons.
I think that you've included sufficient detail in your email for Lacy to prepare a draft.
As payroll is upon us, this will be delayed until early December.
Jeanine
Original Message
From: Sherri Pinner
Sent: Monday, November 17, 2008 2:48 PM
To: Jeanine Faria
Cc: David Givans
Subject: Change funds/petty cash funds
Hi Jeanine,
After researching the history of our change and petty cash funds and determining the
discrepancy between prior resolutions and current funds, Dave Givans recommended I have a
discussion with you on how to get a corrected resolution processed.
I was unsure of exactly how to go about this as I believe the original resolution
authorizing petty cash funds at satellite locations was either incorrect or the petty cash
funds were not established.
I have confirmed the following:
Change fund $ 50.00 Main Clinic- Reception
Petty cash
$150.00 Main Clinic - Loretta Anderson
$ 50.00 Emma's Place - Sarah Haefele - resolution #2002-108
$100.00 Community Support Services - Sarah Haefele
$ 50.00 ECOS Program - Tim Malone (check cut 10/20/04) resolution ?
Imprest Checking $1,000.00 Main Clinic - Resolution 2002-107
Resolution #2003-018 for $200.00 exists for petty cash funds that are not at the locations
listed in the resolution.
I was unsure of what details to include in a request for Marty to create a resolution, any
thoughts?
I appreciate your help.
Thanks,
Sherri Pinner
Business/Operations Manager
Deschutes County Mental Health Department
541-322-7509
541-322-7565 fax
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