HomeMy WebLinkAboutAgenda Report - April 19, 2023 C-11CITY OF
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AGENDA ITEM Cie I I
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Implement a Citywide Cash Handling
Policy
MEETING DATE: April 19, 2023
PREPARED BY: Revenue Manager
RECOMMENDED ACTION: Adopt resolution authorizing City Manager to implement a Citywide Cash
Handling Policy
BACKGROUND INFORMATION: The Revenue Division manages the City's cash handling and safety of all
money received. There has been no formal cash handling policy, and this
causes inconsistency in cash handling practices and the safekeeping of
money throughout the departments. Currently, the Revenue Division has to recount money that a department
has processed. This can lead to issues because too many people are handling the money instead of being
handled by a solitary person.
A formal cash handling policy in the City will give all departments consistency, best practices, controlled
safekeeping, training, and accountability. The Revenue Division will train all staff regarding cash handling and
counting and reconciling cash drawers before the execution of the policy. Each department will be given the
tools to perform the duties to ensure the proper handling, safekeeping of monies, and balance of a drawer.
Training to balance and reconcile a drawer correctly will eliminate the need for a second person in the
Revenue Division to handle the money already processed by the initial department. In addition, this policy will
help keep and maintain accurate records between cash drawers and the general ledger.
The Revenue Division has created cash -handling training for each new hire and all employees to repeat every
two years. Audits will be performed randomly on cash drawers to maintain the balanced integrity of the cash
drawers and cash handling practices. Safes will be bought for each department that does not currently have
one that bolts to a wall or ground to store checks and cash safely.
Therefore, staff proposes implementing an Administrative Policy and Procedure titled Cash Handling Policy
and provide the information needed to safely keep and handle money for the City.
FISCAL IMPACT: Purchase of Safes
FUNDING AVAILABLE. 10020203.72359
APPROVED: Mb
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Stephen Schwabauer, City Manager
Andrew Keys
Deputy City Manager/Internal Services Director
RESOLUTION NO. 2023-76
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER
TO IMPLEMENT A CITYWIDE CASH HANDLING POLICY
WHEREAS, the Revenue Division currently manages the City's cash handling and safety
of all money received; and
WHEREAS, there currently is not a formal cash handling policy to avoid inconsistency in
cash handling practices and the safekeeping of all money throughout the departments within the
City; and
WHEREAS, currently the Revenue Division has to recount money processed by the
departments; and
WHEREAS, a formal cash handling policy in the City will provide departments with
consistency, best practices, controlled safekeeping, training and accountability. Additionally, the
policy will help keep and maintain accurate records between cash drawer and the general ledger;
and
WHEREAS, staff recommends that the City Council authorize the City Manager to
implement a Citywide Cash Handling Policy to control the management of money and its
safekeeping.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize
the City Manager to implement a Citywide Cash Handling Policy; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (adopted 11/6/19, Resolution No. 2019-223), the City Attorney is hereby authorized to
make minor revisions to the above -referenced document(s) that do not alter the compensation or
term, and make clerical corrections as necessary.
Date: April 19, 2023
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I hereby certify that Resolution No. 2023-76 was passed and adopted by the Lodi City
Council in a regular meeting held April 19, 2023, by the following vote:
AYES: COUNCIL MEMBERS — Bregman, Craig, Nakanishi, and Yepez
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Mayor Hothi
ABSTAIN: COUNCIL MEMBERS — None
OLIVIA NASHED
City Clerk
2023-76