RPVCCA_CC_SR_2015_04_21_04_Petty_Cash_Fund_OrdinanceCITY OF RANCHO PALOS VERDES
MEMORANDUM
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: KATHRYN DOWNS, ACTING FINANCE DIRECTOR �(�D
DATE: APRIL 21, 2015
SUBJECT: PROPOSED AMENDMENT TO THE MUNICIPAL CODE
- PETTY CASH FUND
REVIEWED: DOUG WILLMORE, CITY MANAGER VVVi
RECOMMENDATION
Introduce Ordinance No. _ AN ORDINANCE OF THE CITY OF RANCHO PALOS
VERDES GOVERNING THE CITY'S PETTY CASH FUND AND AMENDING THE
RANCHO PALOS VERDES MUNICPAL CODE.
EXECUTIVE SUMMARY
Staff proposes a change to the City's Petty Cash Fund amount as defined in section
2.44.110 of the City's Municipal Code, which is currently set at a total of $2,500. If the
City Council approves the proposed revision, Staff recommends introducing the attached
ordinance during this April 21, 2015 meeting and adopting the attached ordinance during
the May 5, 2015 meeting. The table below summarizes current City locations that operate
a cash drawer, their amounts and the proposed amounts. The proposed modifications will
accommodate the new parking system with a change dispenser for bills at Abalone Cove
as well as better position the Petty Cash Fund to handle emergency cash requests if the
situation arises.
Petty Cash Fund Summary
Abalone Cove Parking Lot
Community Development Department
Cashier
Pointe Vicente Interpretive Center
(PVIC)
Current Cash
Distribution
Proposed
$125
$600
$1,500
$1,500
$350
$350
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Proposed Amendment to the Municipal Code — Petty Cash Fund
April 21, 2015
Page 2 of 2
Petty Cash Fund Summary Cont'd
Current Cash
Distribution
Proposed
Emergency Fund
$525
$550
Total
$2,500
$3,000
Staff proposes to increase the Petty Cash fund to an amount not to exceed $3,000 to
accommodate future cash requests and unanticipated events.
BACKGROUND AND DISCUSSION
In 2005, the City's total combined petty cash fund was increased from $1,000 to $2,500
in anticipation of the rise in cash requests connected to the opening of PVIC and the gift
shop.
Staff uses petty cash to make change for cash receipts, and pay petty cash requests for
de minimus mileage reimbursement and other expense reimbursements. Staff is only
able to replenish the petty cash fund twice each month with the Register of Demands
presented to City Council. Staff has found it difficult to maintain adequate petty cash with
the small fund amount. In addition, Staff anticipates the need for petty cash will increase
with the new parking system at Abalone Shoreline Park. The proposed modification to
subsection 2.44.110 of the Purchasing Ordinance will increase the total combined petty
cash fund a maximum amount not to exceed $3,000.
FISCAL IMPACT
Staff does not anticipate that the revision to the Municipal Code will have any fiscal
impact.
Attachment:
Ordinance No. AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES
GOVERNING THE CITY'S PETTY CASH FUND AND AMENDING THE RANCHO
PALOS VERDES MUNICPAL CODE (page 3)
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ORDINANCE NO.
AN ORDINANCE OF THE CITY OF RANCHO PALOS VERDES
GOVERNING THE CITY'S PETTY CASH FUND AND AMENDING THE
RANCHO PALOS VERDES MUNICPAL CODE
THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES ORDAINS
AS FOLLOWS:
Section 1: Section 2.44.110 of Chapter 2.44 of Title 2 of the Rancho Palos
Verdes Municipal Code is hereby amended to read as follows:
There is established a petty cash fund in the maximum amount of three thousand
dollars that is administered under the supervision of the city manager, which shall be
used to make change by City cashiers, and from which cash disbursements may be
made to City employees in an amount not to exceed fifty dollars. Disbursements must
be accompanied by an invoice in the amount of the request, signed by the originator
and approved by the department head. An invoice is not required for auto mileage
reimbursement, metered parking and any other requirement for which an invoice cannot
be expected. "
Section 2: The City Clerk of the City of Rancho Palos Verdes shall certify to
the passage and adoption of this ordinance and shall cause the same to be posted in
the manner required by law.
PASSED, APPROVED AND ADOPTED THIS DAY OF 2015.
Mayor
ATTEST:
City Clerk
3
STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss
CITY OF RANCHO PALOS VERDES )
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, do hereby
certify that the whole number of members of the City Council of said City is five; that the
foregoing Ordinance No. passed first reading on , was duly and regularly
adopted by the City Council of said City at a regular meeting thereof held on
and that the same was passed and adopted by the following roll call
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
City Clerk
El