Resolution 2570
, . t';,
.-. ..
RESOLUTION NO. 2570
~
1
2
3
4
5
A RESOLUTION OF THE BOARD OF DIRECTORS OF
SOUTH TAHOE PUBLIC UTILITY DISTRICT
TO DESIGNATE AUTHORIZED SIGNATORIES
OF ALL DISTRICT BANK ACCOUNTS
BE IT RESOLVED, by the Board of Directors of the Sout
6 Tahoe Public Utility District, County of El Dorado, State 0
7 California, as follows:
8 WHEREAS, the Board of Directors has consented to adop
9 new withdrawal procedures and to purchase an electronic check
10 signing machine to improve the efficiency of the payroll an
11 accounts payable process; and
12 WHEREAS, the Board of Directors believe it is in the bes
13 interest of the South Tahoe Public Utility District to designate
~ 14 the individuals authorized to withdraw funds from all accounts by
15 check, draft, or other items, for and on behalf of the South Tahoe
16 Public Utility District; and
17 WHEREAS, restrictions on said authority are contained in
18 a policy statement that is attached hereto and made a part hereof
19 as if fully set forth in said Resolution.
20 NOW THEREFORE BE IT RESOLVED, by the Board of Directors
21 of South Tahoe Public utility District, a public agency in the
22 county of El Dorado, State of California as follows:
23 That the Board of Directors shall designate individuals
24 as authorized to withdraw funds from all district accounts by
25 check, draft or other items, for and on behalf of the South Tahoe
26 Public utility District. Said authorization is restricted per the
~ 27 terms of the attached policy. The designated individuals are as
28 follows:
....,
\.,
1
2
3
4
RESOLUTION NO. 2570 - Page
Any two (2) members of the five
(5) member Board of Directors.
5 PASSED AND ADOPTED at a duly held Regular Meeting of th
6 Board of Directors of the South Tahoe Public utility District 0
7 the 3rd day of September, 1992 by the following vote:
8 AYES: Directors pierini, Onysko, Mason, Wallace
9 NOES: Director Mosbacher
10 ABSENT: None
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
\.., 27
\.,
28
ABSTAIN: None
~-
LOU PIERINI, CHAIRMAN OF THE BOARD
SOUTH TAHOE PUBLIC UTILITY DISTRICT
ATTEST: fd a ~~
PAT A. MAMATH, LERK OF BOARD
SOUTH TAHOE PUBLIC UTILITY DISTRICT
1:
II
r.
\':'
, ,
I::
!!!
:Ii 4..,-
"d
q'
)
"I
:11
'I
/I
I:!
;\]
ih
ijl
!
:1
i I
f;!
II
r :
;!
t1
~
i j
~i
~ j
,']
,
~
i"I-
I'
if I \."
if
II
!I
H
11
I,
II
111
Iii
W
!I
{I
)1
'"I
~l
i
i
.~
l\r
~j
~
.;/0
,
'J,':;
~j, '
\~ I
':"
SOUTH TAHOE PUBLIC UTILITY DISTRICT
CHECK SIGNING PROCEDURES
fJI,
These procedures have been developed to insure that the use of the
electronic check signing machine is properly safeguarded. Checks
signed must be properly authorized in accordance with our
purchasing and receiving procedures.
- - ,
I. CHECK CONTROL
A. All blank checks will be kept in a locked cabinet in the
custody of the Data Processing Department. The cabinet key will be
in the custody of the Data Processing Manager or her designate.
B. As checks are issued, they will be observed and logged by
the Data Processing Manager or her designate.
C. The Data Processing Manager will be the only employee
authorized to place orders and receive new checks. As received the
checks will be logged.
D. The Accountant will inventory the blank checks in the
locked cabinet each time she reconciles the bank statements. The
unissued checks must agree with the Data Processing Department's
log of checks on hand. (The accounts payable checking account is
reconciled semi-monthly, and all other accounts are reconciled
monthly) . Any discrepancies will be reported to the General
Manager and the Finance Officer for investigation.
) ,
II. SIGNATURE PLATE CONTROL
A. The check signing machine is equipped with a removable
signature plate. When not in use the signature plate will be
locked in the inner safe of the Accounting Department's safe. (The
Accounting Department's safe has one combination lock on the
outside and within the safe there is an inner safe with a second
combination lock).
B. The combination to the Accounting Department's inner and
outer safe will be given to the General Manager, Assistant General
Manager, Finance Officer, and the Accountant. In addition, the
Data Processing Manager will have the combination to the outer safe
only.
III. CHECK SIGNING MACHINE KEY CONTROL
A. The check signing machine is equipped with a key lock.
The machine will only operate when it has been unlocked. The key
to the check signing machine will be in the custody of the Finance
Officer and the Accounts Payable Clerk. In their absence their
keys will be in the custody of the General Manager or the Assistant
General Manager, respectively.
,
,I
Page 1
!(4
1'<,&'"
1
I
I
-I
I
I
1
,\
..,-(~
I' ./.....
:j
J
SOUTH TAHOE PUBLIC UTILITY DISTRICT
CHECK SIGNING PROCEDURES
B. The check signing machine will be unlocked when in use and
locked when not in use.
IV. ACCOUNTS PAYABLE CHECK SIGNING
A. When Accounts Payable checks are ready for printing, the
Data Processing Manager will unlock the blank checks, log out the
required checks and the Computer Operator will place them on the
printer for printing.
B. The printed checks will be turned over to the Accounts
Payable Clerk. The Accounts Payable Clerk will initial the Data
Processing check log to acknowledge receipt of the checks. She
will compare the ending check number of the previous check run to
the beginning check number of the current check run. Any
discrepancies will be reported to the Accountant, Finance Officer,
and the General Manager.
C. The Accounts Payable Clerk will agree the vendor name and
check amount on each unsigned check to the vendor's invoice. Any
checks not in agreement will be voided and reissued as appropriate.
D. The Accountant or in her absence the Finance Officer will
review the Preliminary Warrant Register prior to the signing of the
checks. Any unusual vendors, descriptions or amounts will be
investigated before processing the checks for signature.
E. Accounts Payable checks issued under $5,000 are printed
first by the computer system, these checks are signed using the
check signing machine. Checks of $5,000 or more and all manual
checks will be signed by two authorized District designates.
F. The Accountant or in her absence the Finance Officer will
unlock the check signing machine and put the signature plates into
place. The Accountant will then observe the entire check signing
process of checks under $5,000. The check signing machine is
equipped with a meter to count the number of checks signed. The
difference between the beginning meter reading and the ending meter
readrng must equal the number of checks on the Demand List under
$5,000.
G. The Accounts Payable Clerk will take custody of the signed
checks, and under her supervision the checks will be prepared for
mailing. All checks other than payroll related checks will be
mailed only after authorization by the Board of Directors. All
unmailed signed checks, will be placed in a locked cabinet.
H. The Accountant will also compare the signed checks to the
Data Processing check log to confirm all checks have been accounted
for.
I. Staff shall make available the demand list, original
checks, and all backup materials for Board member review. This
information is normally avaliable for review the Friday before a
Regular Board Meeting.
Page 2
'i
j,; - :. '
i
II -
Ii.
r ...
i
I
,
I
I
i
,1\
I'
ii
I!.'l
I:
1:.1.
!
III
,
I.'"
~l! !
SOUTH TAHOE PUBLIC UTILITY DISTRICT
CHECK SIGNING PROCEDURES
~
V. PAYROLL CHECK SIGNING
A. When Payroll checks are ready for printing, the Data
Processing Manager will unlock the blank checks, log out the
required checks and the Computer Operator will place them on the
printer for printing.
B. The printed checks will be turned over to the Accounts
Payable Clerk or in her absence the Finance Clerk. The Accounts
Payable Clerk will initial the Data Processing check log to
acknowledge receipt of the checks. She will compare the ending
check number of the previous check run to the beginning check
number of the current check run. Any discrepancies will be
reported to the Accountant, Finance Officer, and the General
Manager.
,'j
I.'.
C. The Accountant or in her absence the Finance Officer will
review the Preliminary Payroll Register prior to the signing of the
checks. Any unusual earnings or deductions will be investigated
before processing the checks for signature.
\lC
'i~
a~
,l-:I
'I~
;1
![ '-'
I
Ii
~
D. All computerized Payroll checks issued are signed using
the check signing machine. Any manual checks will be signed by the
District designates.
E. The Accountant or in her absence the Finance Officer will
unlock the check signing machine and put the signature plates into
place. The Accountant will observe the entire check signing
process. The check signing machine is equipped with a meter to
count the number of checks signed. The difference between the
beginning meter reading and the ending meter reading must equal the
number of checks on the Payroll Register.
lJ
f
l'
F. The Accounts Payable Clerk will take custody of the signed
checks, and under her supervision the checks will be distributed.
Any signed checks not delivered or mailed, will be placed in a
locked cabinet.
G. The Accountant will also compare the signed checks to the
Data Processing check log to confirm all checks have been accounted
for.
Page 3