Re-establish imprest accounts for the Lewis County Sheriff's Office BEFORE THE BOARD OF COUNTY COMMISSIONERS
OF LEWIS COUNTY, WAASHINGTON
IN RE:
RESCINDING RESOLUTIONS 99-194 AND 15-015; )
INCREASE AMOUNT OF AN IMPREST PETTY CASH )
ACCOUNT FOR LCSO AS TO MISCELLANEOUS )
EXPENSES; INCREASE AMOUNT OF AN IMPREST )
PETTY CASH ACCOUNT FOR LCSO AS TO THE ) 4
ISSUANCE OF GUN PERMITS; RE-ESTABLISHING ) RESOLUTION NO. 18- ILA
AN IMPREST PETTY CASH ACCOUNT FOR LCSO, )
PACKWOOD SUBSTATION, AS TO THE ISSUANCE OF )
GUN PERMITS; RE-ESTABLISHING A REVOLVING )
ACCOUNT FOR LCSO AS TO THE PURCHASE )
OF FOOD SUPPLIES AND OTHER MISCELLANEOUS )
ITEMS; RE-ESTABLISHING A REVOLVING ACCOUNT )
FOR LCSO AS TO ADVANCE TRAVEL EXPENSES; )
RE-ESTABLISHING AN IMPREST PETTY CASH )
ACCOUNT FOR THE LCSO JAIL; AND APPOINTING )
CUSTODIANS FOR SAID FUNDS )
SECTION 1
WHEREAS, Lewis County Commissioners Resolution 99-194 established a petty
cash fund for miscellaneous expenses related to postage, freight, and hauling charges
for the Lewis County Sheriff's Office; and
WHEREAS, the passage of time and changes to staff have rendered this
resolution obsolete, unwieldy and/or difficult to monitor; and
WHEREAS, the petty cash fund has been needed more to make change for the
Records till than for postage; and
WHEREAS, the amount of$100.00 is not enough to keep up with demand for
change; and
WHEREAS, Lewis County's new financial system is soon to go live;
NOW, THEREFORE, BE IT RESOLVED that the Lewis County Commissioners
hereby rescind Lewis County Resolution 99-194; and re-establish an Imprest Petty
Cash account in the amount of$500.00 to be used by the Lewis County Sheriff's Office
for the purposes of keeping the Records tills stocked with needed small bills and coins.
This account shall be funded via Treasurer's check.
BE IT FURTHER RESOLVED that the Special Services Chief of the Lewis
County Sheriff's Office shall be the custodian for said account and shall have full
responsibility for same.
Page 1 of 4
SECTION 2
WHEREAS, Lewis County Commissioners Resolution 99-194 established a
revolving fund for making change in the issuance of gun permits at the Lewis County
Sheriff's Office; and
WHEREAS, the passage of time and changes to staff have rendered this
resolution obsolete, unwieldy and/or difficult to monitor; and
WHEREAS, in the past, State Auditors have recommended separate tills for
each Records employee; and
WHEREAS, Lewis County's new financial system makes it possible for each
Records employee to have a till and the new financial system is soon to go live; and
WHEREAS, the amount of$100.00 is not enough to stock six additional tills;
NOW, THEREFORE, BE IT RESOLVED that the Lewis County Commissioners
hereby rescind Lewis County resolution 99-194; and re-establish an Imprest Petty Cash
Account in the amount of$700.00; to set up seven separate tills of $100.00 each for
Records staff; to be used by the Lewis County Sheriff's Office for the purposes of
making change in the issuance of gun permits at the Lewis County Sheriff's Office. This
account shall be funded via Treasurer's check.
BE IT FURTHER RESOLVED that the Special Services Chief of the Lewis
County Sheriffs Office shall be the custodian for said account and shall have full
responsibility for same.
SECTION 3
WHEREAS, Lewis County Commissioners Resolution 99-194 established a
revolving fund for making change in the issuance of gun permits at the Lewis County
Sheriffs Office, Randle, Washington, Substation; and
WHEREAS, the passage of time, change in substation location, and changes to
staff have rendered this resolution obsolete, unwieldy and/or difficult to monitor;
NOW, THEREFORE, BE IT RESOLVED that the Lewis County Commissioners
hereby rescind Lewis County Resolution 99-194 and re-establish an Imprest Petty Cash
account in the amount of $100.00 to be used by the Lewis County Sheriff's Office for the
purposes of making change in the issuance of gun permits at the Lewis County Sheriff's
Office, Packwood, Washington, Substation. This account shall be funded via
Treasurer's check.
Page 2 of 4
BE IT FURTHER RESOLVED that the Special Services Chief of the Lewis
County Sheriff's Office shall be the custodian for said account and shall have full
responsibility for same.
SECTION 4
WHEREAS, Lewis County Commissioners Resolution 99-194 established a
revolving fund for the purposes of food and meal purchases, other miscellaneous
supplies, and prisoner commissary services for the Lewis County Sheriff's Office and
Jail; and
WHEREAS, the passage of time and changes to staff have rendered this
resolution obsolete, unwieldy and/or difficult to monitor;
NOW, THEREFORE, BE IT RESOLVED that the Lewis County Commissioners
hereby rescind Lewis County Resolution 99-194, and re-establish the revolving account
in the amount of$6,000.00 to be used by the Lewis County Sheriff's Office for the sole
purposes of food and meal purchases, other miscellaneous supplies, and prisoner
commissary services for the Lewis County Sheriff's Office and Jail. This fund shall
remain in an approved bank account created and maintained for the sole purpose of
administering said fund. No deposit shall be made to said fund other than the Auditor's
warrants replenishing amounts expended.
BE IT FURTHER RESOLVED that the Undersheriff of the Lewis County Sheriff's
Office shall be the custodian for said account and shall have full responsibility for same.
SECTION 5
WHEREAS, Lewis County Commissioners Resolution 99-194 established a
revolving fund for the purposes of advanced travel expenses for the Lewis County
Sheriff's Office; and
WHEREAS, the passage of time and changes to staff have rendered this
resolution obsolete, unwieldy and/or difficult to monitor;
NOW, THEREFORE, BE IT RESOLVED that the Lewis County Commissioners
hereby rescind Lewis County Resolution 99-194 and re-establish the revolving account
in the amount of $5,000.00 to be used by the Lewis County Sheriff's Office for the sole
purpose of advanced travel expenses for the Lewis County Sheriff's Office. This fund
shall remain in an approved bank account created and maintained for the sole purpose
of administering said fund. No deposit shall be made to said fund other than the
Auditor's warrants replenishing amounts expended.
BE IT FURTHER RESOLVED that the Undersheriff of the Lewis County Sheriff's
Office shall be the custodian for said account and shall have full responsibility for same.
Page 3 of 4
SECTION 6
WHEREAS, Lewis County Commissioners Resolution 15-015 established a
revolving fund for making change for cash transactions located in the Jail lobby; and
WHEREAS, the passage of time and changes to staff have rendered this
resolution obsolete, unwieldy and/or difficult to monitor;
NOW, THEREFORE, BE IT RESOLVED the Lewis County Commissioners
hereby rescind Lewis County Resolution 15-015; and re-establish an additional Sheriff's
Office petty cash fund of$50.00 to be located in the Jail lobby;
BE IT FURTHER RESOLVED that the Sheriff, or his designee, shall be the
custodian for said account and shall have full responsibility for same.
DONE IN OPEN SESSION this 14 day of May, 2018.
APPROVED AS TO FORM BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
By: Deputy Prosecuting Attorney Edna J. Fund, Chaf
7�
ATTEST
Robert C. Jackson, Vice Chair
Rieva Lester, Clerk of the Board Ga S a, per, Commissioner
Page 4 of 4
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: May 14,2018
Suggested Wording for Agenda Item: Agenda Type: Consent
Resolution to rescind Resolutions 99-194 and 15-015, and re-establish imprest accounts for Lewis County
Sheriffs Office; and appoint custodians for said funds.
Contact Chief Dusty Breen Phone: Ext. 1327
Department: Sheriff
Action Needed: Approve Resolution
Description
The purpose of this resolution is to update fund totals in two of the Lewis County Sheriff's Office imprest
accounts. In order to reduce the number of resolutions in effect on imprest accounts,this rescinds two other
previous resolutions in order to update the fund totals in two accounts,and re-establish the total funds in the
other four accounts. This allows all current imprest accounts to be contained in one singular resolution,as
recommended by the Lewis County Auditor's Office.
Fund totals are only being increased in two accounts (Sections 1 and 2). The total amount of increase for both
accounts is $1000.00. These funds are already budgeted for, and this is not an increase for additional funds.
The reason for the requested resolution is due to the implementation of Tyler Cashering/Munis as the County's
financial system. Each support technician in the records/reception area will have their own account to take in
funds, and each have their own till. This increases the number of cash drawers from one(1)to seven(7). The
Washington State Auditor has also highly suggested in the past each support technician have their own
individual till. As a result, Section 1 requires an increase from$100.00 to $500.00 total funds for the making of
change due to an increased frequency as of late, as well as the addition of six(6)tills. Section 2 requires an
increase from$100.00 to $700.00 as we are increasing total tills from one(1)to seven(7), and each till will
contain$100.00.