HomeMy WebLinkAboutOrdinance 37-13RECORD OF ORDINANCES
Dayton Le Blank, Inc. Fo rm No. 30043
Ordinance No.
Passed
37 -13
20
AN ORDINANCE ESTABLISHING THE LOCATION AND
AMOUNT OF CASH ON HAND FOR CHANGE FUNDS,
AND DECLARING AN EMERGENCY
WHEREAS, business transactions occur in a variety of locations, which require cash
on hand to complete the transaction and minimize the inconvenience to the public;
and
WHEREAS, Ordinance 29 -05 previously established the authorized locations and
amounts for change funds; and
WHEREAS, it is necessary to add additional amounts to the change funds in
Recreation Services to meet their needs for processing admission and concession
transactions at the outdoor community swimming pools and the Dublin Community
Recreation Center; and
WHEREAS, the change funds maintained by the Accounting and Auditing Division
and the Taxation Division can be combined into one change fund.
NOW, TH FORE, BE IT ORDAINED by the Council of the City of Dublin, State
Of Ohio, of its elected members concurring, that:
Section 1. Change funds for conducting City business be maintained in the
following locations for the purposes indicated:
Finance
Court Services
Land Use and Long -
Range Planning
Building Standards
Police
Street & Utilities
Recreation Services
Community Relations
General fees
$ 75.00
Court fees /costs
100.00
Garage Sale Permits
50.00
Building fees
75.00
General fees
100.00
After hours collection
For Court Services
75.00
General fees
50.00
Recreation programs
650.00
North Outdoor pool
800.00
South Outdoor pool
800.00
Merchandise Sales
50.00
Section 2 . Temporary change funds needed for special event activities may be
established throughout the year. These change funds will only be maintained during
the event and the monies will be re- deposited upon its conclusion.
Section 3 . The Director or designee will be responsible for maintaining and
reconciling the change funds on a daily basis. Receipts collected shall be deposited
intact daily with Accounting and Auditing or the City depository.
Section 4. The change funds are to be used to make change only and not for
payment of petty cash items.
Section 5 . There be established a petty cash fund in the amount of $200.00 which
will be maintained by Accounting and Auditing for the purpose of reimbursing
employees for out -of- pocket expenses up to $20.00 per Administrative Order.
Section 6 . This ordinance is declared to be an emergency measure necessary for
the immediate preservation of the public peace, health, safety, or welfare by
providing the necessary change funds to complete cash transactions, and for the
further reason that sufficient funds need to be in place at the onset of the summer
pool season. Therefore, this ordinance shall be effective upon passage.
RECORD OF ORDINANCES
Dayton Legal Blank, Inc.
37 -13
Page 2 of
Ordinance No. Passed
Passed this day of 2013.
Mayor - P esi ing Officer
ATTEST:
Clerk of Council
Form No.30043
Office of the City Manager
5200 Emerald Parkway • Dublin, OH 43017 -1090
City of Dublin Phone: 614 - 410 -4400 • Fax: 614 - 410 -4490
To: Members of Dublin City Council
From: Marsha I. Grigsby, City Manager,.
Date: May 2, 2013
Memo
Initiated By: Angel L. Mumma, Deputy City Manager /Director of Finance & Administration
Re: Ordinance No. 37 -13 - Establishing the Location and Amount of Cash on
Hand for Change Funds
Summary
In order to accommodate more efficient and effective cash handling procedures at the City's
Recreation Center and two outdoor swimming pools, staff proposes an increase in the amount of
cash held in those change funds. Currently, the change fund at DCRC contains $450 while the
change funds at each swimming pool contain $600, which is divided between the cash register
drawers and the safe. Normal daily sales activity frequently exhausts the available small -
denomination currency for making change, requiring staff to make extra trips to the bank or other
businesses to make change.
From both a staff safety and customer service standpoint, staff proposes to increase the amount of
change held at the DCRC to $650 and at each pool to $800, which would then be divided between
the multiple cash register drawers and safe, based on the daily activity. These levels should
provide sufficient change to last through weekends, eliminating the need for staff to travel off -site
to obtain change and reducing the frequency of cash register drawer replenishment all while
reducing patron waiting time. At the conclusion of the swimming season, both pool change funds
are to be re- deposited at the bank as per normal procedures.
Finally, staff recommends combining the Accounting and Auditing change fund of $25 and the
Taxation change fund of $50 into one Finance change fund which would be maintained at $75.
Recommendation
Staff recommends passage of Ordinance 37 -13 by emergency at the second reading /public hearing
on May 20, 2013 in order to have it effective immediately, ensuring that sufficient funds are in
place when the pool season begins.