(A) Accounting and acknowledgment. At the close of business on the expiration date of a term of office, the outgoing elected official shall determine the balance of the cash funds and account for all current expenditures since the cash funds were last replenished so as to total and equal the amount specified for the cash funds for his or her office. The outgoing elected official shall execute the acknowledgment form attached to Resolution CC-2018-01 as Exhibit A, accounting for the cash funds. Any shortage in the balance and accounting of the cash funds shall be the responsibility of the outgoing elected official.
(B) Verification and acknowledgment. At the close of business on the expiration date of a term of office, the incoming elected official shall verify the remaining balance of the cash funds and accounting for the expenditures that have occurred since the last time the cash funds were replenished to confirm the amounts involved in the reconciliation of the cash funds. If confirmed and agreed to, the incoming elected official shall execute the Exhibit A acknowledgment form, verifying the accounting.
(C) Witness sign off. A third party witness shall be present and oversee the reconciliation process of the cash funds by the outgoing elected official and the incoming elected official for each respective office who shall sign off on the Exhibit A acknowledgment form.
(D) Securing of cash funds. Following completion of the reconciliation process, the cash funds shall be secured and locked following the close of business, with the keys to the locked cash funds being supplied to the incoming elected official. The incoming elected official shall be responsible for the cash funds from and after transfer of possession to the incoming elected official of the keys securing the cash funds.
(E) Documentation. The completed and executed Exhibit A acknowledgment form shall be delivered to the County Auditor’s Office for filing and record retention purposes. The delivery of the Exhibit A acknowledgment form to the County Auditor shall constitute returning the cash funds to the appropriate fund by the outgoing elected official, and the reissuance of the cash funds to the incoming elected official.
(F) Lack of agreement. In the event the outgoing elected official or the incoming elected official does not wish to utilize the reconciliation process for the cash funds that is provided in this section, or in the event the outgoing elected official and the incoming elected official have a dispute or disagreement in the reconciliation process of the cash funds, the outgoing elected official shall account for the cash funds and physically turn over the cash funds and his or her accounting to the County Treasurer, prior to midnight on the expiration date of the term for returning the cash funds to the appropriate fund from which they originated. In such event, the incoming elected official shall be responsible for having the cash funds reissued to the incoming elected official on or after the commencement of the new term of office.
(Res. CC-2018-01, passed 1-13-2018)