(A) (1) 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.
(2) The supervisor shall then report the same to the Mayor, Fiscal Officer and their 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 and non-cash items over $5,000 real or estimated market values, except for 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.
(C) 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.
(D) (1) For erroneous or irregular variances, losses, shortages or thefts that do not meet the criteria specified in divisions (B) and (C) above, the Mayor, Clerk-Treasurer, Common Council and their legal counsel shall meet in executive session to discuss the matter pursuant to I.C. 5-14-1.5-6.1(b)(2)(B).
(2) The discussion will determine if it is in the best interest of the taxpayers of the city to seek recovery of the funds or that recovery should not be pursued because the cost of recovery of the asset is reasonably estimated to exceed the cost of said asset.
(E) All erroneous or irregular immaterial variances, losses, shortages 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, under state law.
(Ord. 22-44, passed 10-24-2022)