A. Banking:
1. All moneys received by County departments shall be deposited with the County Treasurer.
2. Exceptions to subsection A1 of this section shall only be permitted in accordance with Nevada Revised Statutes or by resolution of the County Commission.
3. New accounts shall be established only after the following actions have been taken:
a. The requesting department must submit a letter to the Finance Director explaining the need for the new account, with a copy of the request sent to the Treasurer.
b. Review and recommendation for approval by the Finance Director.
c. Review and recommendation for approval by the Treasurer, the Treasurer must consider the recommendation from the Finance Director and whether the request meets the requirements of section 3.60.020 of this chapter.
d. Review and approval by the Board of County Commissioners after consideration of the recommendations of the Finance Director and the Treasurer. Approval by the Board of County Commissioners must be by formal resolution prepared by the Finance Director. The resolution shall specify, among other things:
(1) The purpose of such account;
(2) The source of money to be used to establish and maintain such account;
(3) The method of controlling expenditures from such account;
(4) The maximum dollar amount of any single expenditure;
(5) The fees incurred by opening and maintaining the account; and
4. When closing bank accounts written notice must be given to the Treasurer and the Finance Officer of the bank account closure. The written notice must include:
a. The bank account number;
b. The date of closure;
c. The reason for closure;
d. A statement of disposition of the remaining funds;
e. A copy of the final bank statement with a zero balance and the final reconciliation.
5. The Treasurer shall be a signer on all bank accounts. Approval for an exception must be obtained in writing from the Finance Director and the Treasurer with the department arranging with the bank for the Treasurer to have access to all account information at a minimum.
6. All existing bank accounts that do not meet the criteria set forth in this chapter shall be closed with monies remitted to the Treasurer's Office within six (6) months of enactment of this chapter.
7. Every bank or other account maintained by a department or office of the County shall be established in accordance with sections 3.60.010 and 3.60.050 of this chapter, and shall be formally reconciled each month, no later than the end of the month for the prior month bank statement. The reconciliation shall be:
a. In a form approved by the County Audit Committee or its designee;
b. Dated and signed by the preparer;
c. Reviewed and signed by the department head; and
d. Retained, along with documentation supporting the account transactions, and made available for inspection for a period required by the applicable records retention schedule pursuant to Nevada Revised Statutes 239.125 but in no case less than the completion of the annual audit for the fiscal year to which the reconciliation applies.
9. Prior to termination, resignation or expiration of the term of office of an elected official or appointed department head, that official or department head shall count and reconcile all cash on hand and in checking or other accounts of the office or department, and shall prepare a written report thereon. The report must be signed by the person who is leaving the office and must be provided to the person who is assuming the office if possible and submitted to the County Audit Committee within seven (7) days of completion. (Ord. 481, 2018)