(A) Definitions. For the purpose of this section, the following definitions apply unless the context clearly indicates or requires a different meaning.
IRREGULAR VARIANCE. A reduction in a cash or fund balance or actual cash on hand that cannot be accounted for or explained in the normal course of business.
MATERIAL.
(a) A variance, loss or shortage of cash exceeding $100;
(b) Two or more variances, losses or shortages of cash, from the same fund or account, or related to the same person or department, occurring within a 60-day period, and exceeding, in the aggregate, $100;
(c) A loss of town property valued in excess of $100; and/or
(d) The theft or suspected theft, by town personnel, of cash or any other town property, irrespective of the value or amount.
PUBLIC OFFICER. As it is defined in I.C. 5-13-4-21, as any person elected or appointed to any office of the state or any political subdivision and includes an officer of all boards, commissions, departments, institutions and other bodies established by law to function as a part of the government of the state or political subdivision that are supported wholly or partly by appropriations of money made from the treasury of the state or political subdivision or that are supported wholly or partly by taxes or fees.
THEFT. The same as it is defined under I.C. 35-43-4-2.
TOWN PERSONNEL. All elected and appointed officials and all employees of the town.
(B) Duty to report.
(1) The town, in addition to all other reporting requirements that it or town personnel may have pursuant to relevant provisions of I.C. 5-11-1-27, or otherwise, shall immediately report to the state’s Board of Accounts all irregular variances, losses or shortages, deemed to be material, as defined herein, and all incidents of theft.
(2) Additionally, I.C. 5-11-1-27(I) requires public officers who have actual knowledge of or reasonable cause to believe that there has been a misappropriation of public funds or assets of the public office, including: information obtained as a result of a police report; an internal audit finding; or another source indicating that a misappropriation has occurred; to immediately send written notice of the misappropriation to the state’s Board of Accounts and the prosecuting attorney serving in the area governed by the political subdivision.
(C) Applicability and responsibility.
(1) The Town Council and department heads shall implement and oversee the policies and procedures as set forth in this section.
(2) This section and its separate rules, policies and duties, as imposed, shall apply to and be enforced by and against all town personnel in strict compliance with its terms.
(Ord. 2016-09, passed 6-21-2016)