Chapter 2.43
Operation of the Fund
Sections:
2.43.010 Establishment of Fund.
2.43.020 Authority for Disbursements.
2.43.010 Establishment of Fund.
The clerk controller is hereby authorized and directed to establish a checking account in such local bank as is determined to be appropriate. The funds to be placed in said account are to be transferred from "General Fund--Unappropriated", into said account. (Ord. 1440 §2, 2001: Ord. 988 §1 1976).
2.43.020 Authority for Disbursements.
The account established pursuant to Section 2.43.010 shall be denominated "City of Montesano, Police Department--Special Acquisitions". Disbursements from said account shall be made only upon the authority and direction of the chief of police, subject to the approval of the mayor.
Disbursements shall be made only for such purposes as are established by memorandum directive issued by the mayor. (Ord. 1440 §2, 2001: Ord. 988 §2 1976).
2.43.030 Maintenance of Fund.
1. The fund established pursuant to Section 1,Ordinance 988, shall be maintained at the level of three thousand five hundred dollars which shall be the authorized level. Until withdrawn for utilization for the limited purposes allowed hereunder, the funds shall be maintained in a checking account at the fiscal depository utilized by the city. The statement for that account and the items charged against the account as well as the records of deposits into such account shall be received directly by the clerk-controller from the institution in which the funds are maintained.
2. At such time as a disbursement is made from this account, the disbursement shall be receipted by the officer of the department in charge of the case, the number of the case file related thereto shall be noted upon the check and receipts of such form and content as may be approved by the clerk-controller shall be obtained from the officer and the confidential informant to whom the money is provided. Any moneys not utilized for the authorized purpose shall be redeposited into the account within fourteen calendar days of its withdrawal. Appropriate pre-numbered receipts in such form as may be approved by the clerk-controller shall be issued by the police official receiving the moneys when such moneys are returned by the officer to whom it was issued and shall be maintained along with the other required documents. The number of the case filed related to the disbursement shall be noted upon each receipt.
3. So as to maintain the established balance, the amount disbursed shall be reimbursed to said account from the certain account within the budget denominated "Law Enforcement: Investigation", being line item 105-000-008521-22-49. The reimbursement request shall be made within fourteen calendar days of the disbursement. The request shall be upon so form as may be established by the clerk-controller. The reimbursement request shall be authorized by the council upon a finding that the expenditures were necessary and reasonable for the proper and efficient administration of the program. At no time shall the disbursements from said account exceed the funds available for reimbursement and then within said account.
4. The account in question shall be treated as an imprest account and the city officials utilizing such account shall follow the procedures governing such accounts as they may from time-to-time be established. These procedures and requirements shall include the following:
A. The chief shall be the responsible official in relation to assuring that the fund is utilized only for authorized purposes and maintaining full and complete written records in relation to the account, including the date and purpose of any disbursement therefrom or return of funds thereto, the number of the case file related to the investigation, and the person or persons to whom the moneys were disbursed.
B. The clerk-controller shall have the authority and responsibility to undertake such periodic audits of the receipts and disbursements from the fund as may be deemed necessary and appropriate. Such audits shall be conducted no less often than once each calendar quarter. The results of such audit shall be reported to the mayor and the members of the finance committee.
C. The written records maintained by the chief shall be made available to the mayor or clerk-controller, upon request by either or both of them.
D. The moneys within the account shall be utilized only for the purposes which may be authorized by the provisions of the BARS manual issued by the Office of the State Auditor relating to the use of confidential funds as they may from time to time exist. No expenditure shall be made from the fund for any other purpose.
5. In recognition of the necessity of confidentiality of the disbursements made from the account and the prejudice to an ongoing investigation which would arise from the lack of such confidentiality, the records relating to disbursements from and redeposits into the fund made in furtherance of or in relation to a particular investigation shall remain privileged to the maximum extent allowed by law until such time as the investigation. (Ord. 1440 §1, 2001)
2.43.040 Recordkeepinq.
The chief shall at all times maintain such records as may be required by the clerk-controller and/or the Office of the State Auditor. (Ord. 1440 §2, 2001: Ord. 988 §4 1976).
2.43.050 Use of Fund.
The uses of the fund established pursuant to Section 2.43.010 shall be limited to those specifically established by the mayor. (Ord. 1440 §2, 2001: Ord. 988 §5 1976).
2.43.060 Effect.
This section is necessary for the preservation of the health, safety and welfare of the city and its citizens, and shall take effect immediately upon its passage. (Ord. 1440 §2, 2001: Ord. 988 §6 1976).