(a) All erroneous or irregular variances, losses, shortages, or thefts of City funds or property, or funds or property the City holds in trust, shall be promptly reported to the direct supervisor of the employee who identifies the issue. The supervisor shall then report the same to the Mayor, Fiscal Officer and Corporation Counsel.
(b) Written notice shall immediately be sent to the State Board of Accounts and the appropriate prosecuting attorney’s office of any erroneous or irregular variances, losses, shortages, or thefts of cash in excess of $5,000, except for inadvertent clerical errors that are identified timely and corrected promptly with no loss to the City.
(c) Written notice shall immediately be sent to the State Board of Accounts and the appropriate prosecuting attorney’s office of any erroneous or irregular variances, losses, shortages, or thefts of non-cash items in excess of $20,000 estimated market value, except for those resulting from inadvertent clerical errors or misplacements that are identified timely and corrected promptly with no loss to the City, and except for losses from genuine accidents.
(d) Written notice shall immediately be sent to the State Board of Accounts and the appropriate prosecuting attorney’s office when a public officer has actual knowledge or reasonable cause to believe there has been a misappropriation of public funds or assets.
(e) For erroneous or irregular variances, losses, shortages, or thefts that do not meet the criteria specified in subsections (b), (c) and (d), the Mayor, Fiscal Officer and Corporation Counsel shall meet to discuss the matter. Following the discussion, the Corporation Counsel shall determine, in his sole discretion, if it is in the best interest of the taxpayers of Carmel to seek recovery of the funds or that recovery shall not be pursued because the cost of recovering the asset is reasonably estimated to exceed the cost of said asset.
(f) All erroneous or irregular immaterial variances, losses, shortage or thefts of cash or non-cash items shall be documented and resolved. The Office of Corporation Counsel and the Department of Human Resources shall maintain the documents, pursuant to State law.
(Ord. D-2286-16, 4-18-16)