(A) All erroneous or irregular variances, losses, shortages or thefts of the 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, Clerk-Treasurer and City Attorney.
(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 $1,000. In addition, all erroneous or irregular variances, losses, shortages or thefts of cash which occur more than one time in a month and which the aggregate total is $1,000 or more shall be reported immediately to the State Board of Account. Exceptions shall be made for inadvertent clerical errors that are identified timely and promptly corrected 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 $2,000 replacement value. In addition, all erroneous or irregular variances, losses, shortages or thefts of non-cash which occur more than one time in a month and which the aggregate total is $2,000 or more replacement value shall be reported immediately to the State Board of Accounts. Exceptions shall be made for inadvertent clerical errors or misplacements that are identified timely and promptly corrected with no loss to the city, and except for losses from genuine accidents.
(D) For erroneous or irregular variances, losses, shortages or thefts that do not meet the materiality threshold amounts in divisions (B) and (C), the Mayor, Clerk-Treasurer and City Attorney shall meet to discuss the matter and determine if it is in the best interest of the taxpayers of Washington to seek recovery of the funds or that the recovery shall not be pursued because the cost of recovering the asset is reasonably estimated to exceed the cost of the asset. However, the matter may be referred to the local prosecutor.
(E) All erroneous or irregular immaterial variances, losses, shortage or thefts of cash or non- cash items shall be documented and resolved. The Offices of the City Attorney and Clerk-Treasurer shall maintain the documents, pursuant to state law.
(Ord. 7-2016, passed 6-13-2016)