2021 2:00:00 PM

Meeting Link: https://zoom.us/s/91208736348
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 912 0873 6348

General Business: 9.10

Title: Consideration, discussion, and possible adoption of Resolution No. 3375 authorizing the establishment of imprest accounts for petty cash, change cash, and investigation/evidence cash accounts, and setting limits and procedures for their use by City departments.

Petitioner/Presenter: Jeff Cronk CPA, Chief Financial Officer/Debi Kinder, Accounting Manager

Recommendation: Staff recommends Council adopt the resolution authorizing the establishment of various imprest accounts.

Financial Impact: None

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief:

Prior imprest account resolutions did not address all types of accounts that the City now utilizes, had dollar limits that need to be increased, and required City Manager authorization for changes to the accounts. The revised resolution will cover all types of accounts currently used, increase the per item limits, and not require City Manager authorization to establish or change an account. This Resolution will repeal and repalce Resolution No. 2100.

Background:

As times change, policies and practices become outdated and need to be refreshed. City imprest accounts, which are used for small amounts and then replenished as necessary, were first established by resolution in 1977 with a spending limit of $20 per expenditure. That resolution was updated in 1987 and again by Resolution No. 2100, on September 10, 1990. Resolution No. 2100 addresses petty cash and implicitly change cash drawers; establishes a maximum of $100 per expenditure; and requires signatures from the City Manager, the Chief Financial Officer, and a department head to establish or change an account.

Analysis:

The proposed resolution addresses all types of imprest accounts currently used: petty cash, change cash, and an account for police investigations and evidence gathering. Limits for each type of account are established: $200 for petty cash, $3,000 for police investigation/evidence accounts, and no limit is necessary for change cash because expenditures are not recorded from change cash drawers. Finally, authorization to create or change an account is now two-part rather than three. City Manager approval has been removed and authority will rest with the department heads and the Chief Financial Officer.

If Resolution 3375 is approved, Resolution No. 2100 will be repealed and replaced.

Alternatives:

Council could approve Resolution No. 3375 authorizing the establishment of imprest accounts for petty cash, change cash, and investigation/evidence cash accounts, and setting limits and procedures for their use by City departments. Resolution No. 2100 would be repealed.
Council could reject Resolution No. 3375 authorizing the establishment of imprest accounts for petty cash, change cash, and investigation/evidence cash accounts, and setting limits and procedures for their use by City departments. Resolution No. 2100 would remain in effect.

Recommended Motion:

I move to adopt Resolution No. 3375 authorizing the establishment of imprest accounts for petty cash, change cash, and investigation/evidence cash accounts, and setting limits and procedures for their use by City departments.

Attached Files:

Resolution to Council.pdf

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