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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