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094-89 Ordinance , . RECORD OF ORDINANCES Dayton Legal Blank Co. Form No. 30043 Ordinance No. m~..?4-.__l\.?__.. Passed -------------- nnu.19.n AN ORDINANCE TO ESTABLISH THE AMOUNT OF THE DRUG FUND MAIN- TAINED BY THE DUBLIN POLICE DEPARTMENT, AND DECLARING AN EMERGENCY WHEREAS, transactions occur which require cash on hand or immediate access to cash to complete transactions for undercover activities in the area of drug enforcement; and, WHEREAS, the Dublin Police Department has maintained a cash fund, herein called the Drug Fund, used in drug enforcement; and, WHEREAS, it is necessary to establish the amount of the Drug Fund and the policies and guidelines to manage the account for these funds; and, WHEREAS, from time to time the Police Department confiscates valuable property or large sums of money in the course of law enforcement. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, ~of the elected members concurring that: Section 1. The amount of the Drug Fund is established at $2,000.00. Section 2. The policies and guidelines to manage and account for the funds are established by Administrative Order. Section 3. The Police Department is authorized to maintain a safe deposit box for the safekeeping of evidence as determined appropriate by the Police Chief. Section 4. This Ordinance is hereby declared to be an emergency in order to preserve the public peace, health, and safety and, therefore, this Ordinance shall take effect and be in force immediately upon its passage. Passed this 6th day of November , 1989. /~/ qq - tj' () If'" ~ vi- Attest: f b J -(/!, r / I d- OD(j ! I I 'J // "i . (fr '&UAJJ-' <1 'i<Cl> _/ ~j"/7 '7~ ;(~_"j Clerk of Coun il ' 1./ (;~ L 7Ifz,iP o/~ Sponsor: Assistant Finance Director ! h"l''''1Y 'e-~'t'l ,',.". '" '," r ." ".t- I",. , ~~" ~"";' ""-'! '.>:: . ,S .1",::::':':0 '<'~~."f'on W8re posted in the City of Dubl:l1 in (1r,:a~ 1:r;:~ Ii::; kfoll 7 J 1.25 of the 'h1o Revised Code. --/~fl..rl~Ci<J y~ 't~ Clerk of Council, Dublin, Ohio . ADMINISTRATIVE ORDER This Administrative Order establishes the policies and guidelines to manage and account for the Drug Fund used by the Dublin Police Department for undercover activities in the area of drug enforcement. Policies 1. The Dublin Police Department shall maintain a Drug Fund in an amount not to exceed $2,000.00 as established by Ordinance. 2. The Police Chief, or his designee, shall be responsible for the control of the Drug Fund and the proper accounting of the funds as outlined in this Administrative Order. 3. The Drug Fund shall be used only for its intended purpose of drug enforcement. Guidelines 1. The Drug Fund is to be maintained in a checking or savings account approved by the Finance Director. 2. A short form ledger is to be maintained for recording all receipts and expenditures of the Drug Fund. The ledger shall provide a description of each transaction, the dollar amount of each transaction, and the balance of the Drug Fund after each transaction has been recorded. 3. Advances made to officers are to be accounted for in the ledger and any unused portions shall be promptly returned to the Drug Fund and recorded in the ledger. 4. When an advance or payment is made to an officer, he/she shall sign a receipt, or document determined appropriate by the Police Chief, documenting the amount of money received and the date received. If any portion of the advance is subsequently returned to the fund, the amount returned should be noted on the original receipt and the notation should be signed and dated by the Police Chief, or his designee. A new receipt should be issued to the officer returning the funds. 5. Replenishment of the Drug Fund shall be made at the discretion of the Police Chief, or his designee, throughout the year. For financial statement purposes, replenishment shall be made at year-end and shall bring the fund's balance to the authorized amount of $2,000.00. 6. It is recognized that the funds are used for confidential purposes, however, requests for replenishment are to be supported by documentation of expenditures made (e.g. , listing of expenditures or copies of receipts for payments made to officers). . Page Two 7. The ledger balance plus unreimbursed expenditures should equal the fund's authorized amount of $2,000.00 at all times. 8. The ledger shall be reconciled to the bank account upon receipt of the monthly bank statement and a copy of such retained. 9. If applicable, interest earned on the bank account shall be paid to the Finance Department on a monthly basis. The interest will be credited to the Safety/Police Operating Fund. 10. Periodic reviews of the Drug Fund will be performed by the Finance Department.