ORDINANCE 201 - PDF document

1 ORDINANCE 201 8 - 36 AN ORDINANCE C
ORDINANCE 201 8 - 36 AN ORDINANCE CONCERNING CASH CHANGE FUNDS AND PETTY CASH FUNDS FOR THE TOWN OF WHITESTOWN , INDIANA WHEREAS, pursuant to Indiana Code § 36 - 1 - 8 - 2, the Town Council, as the fiscal body for the Town of Whitestown, Indiana, may establish a cash change fund for any of its officers or employees having a duty to collect cash revenues; and WHEREAS, pursuant to Indiana Code § 36 - 1 - 8 - 3, the Town Council, as the fiscal body for the Town of Whitestown, Indiana, may establish a petty cash fund for any of its offices to pay small or emergen cy items of operating expenses. NOW, THEREFORE, BE IT ORDAINED by the Town Council of the Town of Whitestown, Indiana , as follows: Section 1 . Establishment . The Tow n Council hereby establishes a Cash C hange Fund and Petty Cash F und for the following departments and responsible officials in the approved amounts listed below: Depa rtment Fund Type Custodian Officer/Employee Amount Constituent Relations Cash Change Receptionist $ 150.00 Clerk's Office Petty Cash Clerk - Treasurer Fire / EMS Petty Cash Fire Chief Fleet Management Petty Cash Fleet Dept. Director n/a Human Resources Petty Cash HR Director Parks & Recreation Petty Cash Parks Director $ 200.00 Parks & Recreation Cash Change Parks Director $ 500.00 Planning Petty Cash Planning Director Police Petty Cash Police Chief Police Cash Change Police Chief Public Relations Petty Cash PR Director Public Works Petty Cash Public Works Director Town

2 Court Cash Change Court Clerk T
Court Cash Change Court Clerk Town Operations Petty Cash Town Manager 2 Section 2 . Cash Change Funds . A. For each Cash Change Fund of the Town, the approved amounts may be paid by warrant drawn on the appropriate fund in favor of the specific custodians and shall be returned to the appropriate fund when there is a change of custodian or when the fund is no lo nger needed. B. The Cash Change Funds may be used to make change when collecting cash revenues. C. The custodian of a Cash Change Fund shall maintain a written ledger of each use of the Cash Change Fund, including for each transaction from the Cash Change Fu nd: the date, the name of the payor/payee, a general description of the transaction, the total amount of the transaction, and the amount of change provided from the Cash Change Fund. The custodian of a Petty Cash Fund shall file a copy of the ledger with Clerk - Treasurer no later than the last day or each month. D. The custodian for each respective Cash Change Fund is personally responsible for the custody and safekeeping of the funds, and any discrepancies in the Change Cash Fund or for any shortfall. Section 3 . Petty Cash Funds . A. For each Petty Cash Fund of the Town, the approved amount may be paid by warrant drawn on the appropriate fund in favor of the specific custodians and shall be returned to the appropriate fund when there is a change of cust odian or when the fund is no longer needed. B. The Petty Cash Funds may be used to pay small or emergency items of operating expense. C. A receipt shall be

3 taken for each and every expenditure fr
taken for each and every expenditure from a Petty Cash Fund. The custodian of a Petty Cash Fund shall f ile a voucher with the Clerk - Treasurer not later than the last day of each month, with all original receipts totaling the cash claimed expended being attached to it, so that the fund can be reimbursed for expenditures from it. D. Reimbursement of the Petty Cash Fund must be approved and made in the same manner as is required for other expenditures of the Town. E. The custodian for each respective Petty Cash Fund is personally responsible for the custody and safekeeping of the funds, and any discrepancies in t he Petty Cash Fund or for any shortfall. 3 Section 4 . This Ordinance shall be in full force and effect from and upon its adoption in accordance with the law effective on the date of its passing. All Ordinances or parts thereof in conflict herewith are he reby superseded . Passed and ado pted by the Town Council of the Town of Whitestown, Indiana, this _____ day of __________________________, 20__ . THE TOWN COUNCIL OF THE TOWN YAY/NAY OF WHITESTOWN, INDIANA ____________________________ Eric Miller, President _________ ____________________________ Clinton Bohm , Vice - President _________ ____________________________ Susan Austin _________ ____________________________ Kevin Russell _________ ____________________________ Jeffrey Wishek _________ ATTEST: _____________________________ Mat t Sumner , Clerk - Treasurer Town of Whitestown, Indiana 35448