HomeMy WebLinkAbout257691 04/22/16 ! CITY OF CARMEL, INDIANA VENDOR: 00352832
j ® ONE CIVIC SQUARE FIFTH THIRD BANK CHECK AMOUNT: $****16,000.00*
CARMEL, INDIANA 46032 ACCT#XXXX.XXXX-XXXX-2798 CHECK NUMBER: 257691
PO BOX 740523 CHECK DATE: 04/22/16
CINCINNATI OH 45274-0523
DEPARTMENT ACCOUNT PO NUMBER INVOICE NUMBER AMOUNT DESCRIPTION
109 5023990 CK REQUEST 16,000.00 OTHER EXPENSES
ACCOUNTS PAYABLE VOUCHER
CITY OF CARMEL
An invoice of bill to be properly itemized must show; kind of service, where performed, dates service rendered, by
whom, rates per day, number of hours, rate per hour, number of units, price per unit, etc.
Payee
Purchase Order No.
Fifth Third Bank Terms
Invoice Invoice Description
Date Number (or note attached invoice(s)or bill(s)) PO# Amount
4/13/16 Ck Request Increase in change fund for seasonal Waterpark operation $ 16,000.00
Total $ 16,000.00
1 hereby certify that the attached invoice(s),or bill(s)is(are)true and correct and I have audited same in accordance
with IC 5-11-10-1.6
20_
Clerk-Treasurer
Voucher No. Warrant No.
Fifth Third Bank Allowed 20
00 3s71 3
In Sum of$
$ 16,000.00
ON ACCOUNT OF APPROPRIATION FOR
109 Monon Center
PO#or INVOICE NO. ACCT#/TITLE AMOUNT Board Members
Dept#
109 Ck Request 5023990 $ 16,000.00 1 hereby certify that the attached invoice(s), or
bill(s) is (are)true and correct and that the
materials or services itemized thereon for
which charge is made were ordered and
received except
I
f
April 13, 2016
Signature
$ 16,000.00 Accounts Payable Coordinator
Cost distribution ledger classification if Title
claim paid motor vehicle highway fund
Carmel Clay
Parks&Recreafid l CHECK REQUEST
RECEIVED
Date: April 13,2015 - APR 13 2016
BY:
Check payable to:
Name: Fifth Third Bank
Address:
City,State,Zip
Mail check to payee XX Return check to requestor
Check Amount:$ 16,000.00 Date Required: May 1,2016
Purpose of Check: Increase in change fund for seasonal Waterpark operations
Supporting documentation or invoice(s)MUST be attached.
To be paid from:
PO#(if applicable) n/a
Budget account-GL# 109-5023990
Budget Line.Deseription MCC-Unappropriated Funds
Requested by(print): Audrey Kostrzewa Business Services Director
1
Requested by(signature/date):
Approved by(print): Michael W.Klitzing,Chief Operating Officer
Approved by(signature/date)
Form recreated 3/10/15(Business Services)
COPY
Carmel • Clay
Parks&Recreation
Memo
To: Christine Pauley, Clerk Treasurer
From: Audrey Kostrzewa, Business Services Division Director
Date: April 13, 2016
-'Re: Cash change for seasonal.summer-operations
Christine,
Each spring, in anticipation of the summer season, CCPR has a need to increase its cash on hand in
order to have the ability to operate the Waterpark and provide change during public admission sales
transactions. In 2010, the Park Board approved Resolution No. B-2010-0009 which authorizes three
(3)specific CCPR employees(Parks Director, COO or Business Services Director)to present a claim
in a not-to-exceed amount for cash to be used for this purpose. Also, as required in the Resolution,
the Park Board Treasurer has agreed with and signed approval of the amounts and locations of
change needed for the summer of 2016. A copy of Resolution No. B-2010-0009 is attached for your
reference.
A check request is hereby being submitted for this purpose. This check will allow us to work with
Fifth Third Bank to obtain the needed change in the month of May,as we have been doing since
2010.
In the past, this cash debit has been posted to the Monon Center Fund 109 in the 5023990
Unappropriated Funds line. It is then credited back when the cash is redeposited at the conclusion of
the season in early September.
Please let me know if you have any questions about this process or if you would like any additional
information. Thank you.
Amends Resolution 4-24-07-01 and replaces all other Cash Change Fund Resolutions
Resolution No.B-2010-0009
A RESOLUTION OF THE CARMEL/CLAY
BOARD OF PARKS AND RECREATION
WHEREAS,the Carmel/Clay Board of Parks and Recreation(the"Park Board'),created
pursuant to the.Indiana Interlocal Cooperation Act and vested with the authority delegated to it by and
through that certain document entitled`INTERLOCAL.COOPERATION AGREEMENT BETWEEN
THE CITY OF CARMEL,INDIANA,AND CLAY TOWNSHIP OF HAMILTON COUNTY,
INDIANA',is the governing body created to administer a parks and recreation program for the benefit of
the Citizens of the City of Carmel and the Citizens of-Clay.;and
WHEREAS,pursuantto Indiana Code 36-1-8-2 and Resolution 4-24-07-01,the ParkBoard,
established and created.a cash change fund within the Parks and Recreation Nonreverting Operating.Fund
(FKA the Parks Program Fund 104 and NKA as the Monon Community Center Fund 109),to make
monetary change at designated locations.within the Carmel/Clay Parh:and Recreation System for the
benefit of the general public;and
WHEREAS;;pursuant to past practice,the?ark Board increased the amounts in the cash change
fund to handle the demand for change at.the designated locations within the Carmel/Clay Park and
Recreation System for..the benefit of the general public during.the summer season and decreased such
amounts after the closed or the summer season,all by Resolution; and
WHEREAS,the experience gained.over the course of the last.three(3)years is sufficient to
eliminate consideration of a semi-annual resolution and instead to authorize the appropriate offieer(s)or
employee(s)to identify as an administrative function,the number and location of cash drawers,the
amount of necessary monetary change to be placed therein,to account for such in the same manner as is
required for other funds and cause to be prepared as a claim sheet item during the preseason and the
postseason,a warrant for approval by the Park Board of the.total amount needed;-and
NOW,THEREFORE,BE IT RESOLVED by the Carmel/Clay Boardof Parks and Recreation:
I. That the Cash Change Fund continue to exist within the Parks and Recreation
Nonreverting Operating Fund(AKA as.the Monon Community Center Fund 109),to
make change at designated locationswithin the Carmel/Clay Park and Recreation System
for the benefit of the general.public.
2. That the following positions and employees in them,hereinafter referred to as
"Authorized Custodians",shall have the authority to cause to be created for presentation
to-the ParkBoard,a warrant or claim in an alnount.not.to exceed Thirty Five Thousand
Dollars($35,000.00)to be used to place in cash drawers:and in amounts designatedby
such"Authorized Custodians"for the benefit of the general public:
a. Park Department Director;or
b. Assistant Park Department Director; or
c. Business Services Division Manager.
The ParkBoard Treasurer must agree with the locations and amounts of the Cash Change
Fund. Only one(1)of the Authorized Custodians and the Park Board Treasurer is
necessary to exercise control over the Cash Change Fund.
3. That the Authorized Custodians are charged with the responsibility to comply with
fiscally responsible administrative procedures containing internal controls consistent with
Indiana State Board.of.Accounts'practice and.procedure by which the Cash Change
Third Resolutionregarding Cash Drawers Page 1.of 2
Amends Resolution 4-24-07-01 and replaces all other Cash Change Fund Resolutions
Fund is maintained and the drawers balanced and managed. Such.administrative
procedures.are compiled in a document entitled the"Cash Change Fund and Warrant
Procedurds"'Such procedures to be maintained and amended as needed by agreement of
all three(3)of the,Authorized Custodians and the-.Park Board Treasurer. The Cash
change.Fund and Wan.-ant Procedures and the specific amounts and locations of the cash
shall be stored I iiia secure locatidn-at the Administrative-Offlm of the.-Park Department
disclosable only to the Authorized Custodians and trusted Department employees,the
Park Board Treasurer,the Park Board Attorney,the City of C-amiel.Clerk-Treasurer and
the.State Board ofAccounts,
4. That Authorized Custodians shall be jointly and severally responsible for the amount of
cash in the Cash Changdfurid over which they exercise control pursuant to this'
Rdsolution'B-2010-9.009..
5. All Department employees including the Authorized Custodia'us,assigned to handle the
Cash Change Fund shall be qualified,
4,trained,..and bonded.
6i The entire Cash Change Fund shall be returned to the appropriate fund whenever there is
.a change in all the Authorized Custodians of the fund orif the fund is no longer needed.
7. This:Resolution B-2010-0009 hereby amends Resolution 4-24-07-01 andrepl aices all
other prior resolutions regarding the Cash Change Fund.
AppRo-vED AND ADOPTED this 11a'day of May 2010.
CARMEL/CLAY BOARD OF PARKS AND RECREATION
e- -
Jo
Wife;,Presl dent SusahnalljI.Dillon Vice President
qe_sL )rr
Engledot, easurer Ric ard F.T4yfor IlLyecietary
Patricia Hackett Jo
fud&F.]Hig'ati Jos a A.Yjrqb
Wendy Fr n
ATTEST:
'Richard Y.AylorUt
Third Resolution regarding Cash Drawers Page 2 of