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Resolution No. 14-066
RESOLUTION AMENDING E OLUTI 95-158
REDUCING THE PURCHASING PETTY CASH REVOLVINGU
WHEREAS, the Board of Supervisors of the County of butte has determined that for the efficient
operation of the County Purchasing Services Office, under the control of the Chief Administrative Officer as
Purchasing agent per Butte County Code 2-20a (a), and delegated into the charge of the Director, General
Services, a Purchasing Petty Cash Revolving Fund is necessary, and.
WHEREAS, California Government Code Section 29320 et seq. provides for the establishment of'such
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revolving funds in amounts to be determined by the Board of Supervisors and
WHEREAS,the Director, General Services established a purchase order checking account in a local.
bank to provide a payment mechanism for miscellaneous and emergency purchases through the Purchasing
Petty Crash Revolving Fund; and.
WHEREAS,the Board. of Supervisors of the County of Butte adapted Resolution 93-13 on February 9,
1993, establishing, a Cash Purchase Order Procedure and increased the Purchasing Petty Wash Revolving Fund
from $1,000 to 5,000 to take advantage of savings offered by wholesale merchandisers who would not accept a
standard purchase order or extend credit to the County; and
WHEREAS, the Board of Supervisors of the County of Butte adopted Resolution 95-158 on November
28, 1995, increasing the Purchasing Petty Cash Devolving Fund from $5,0401 to 10,000 due to the
inconvenience and time delays encountered to replenish the bund coupled with the increased volume of cash
purchases being made through local suppliers who would not accept Butte County purchase orders or establish
charge accounts; and
WHEREAS, in recent years, the greater willingness of local suppliers to extend credit to the County due
to improved payment processing, combined.with the establishment and use of a countywide Procurement Gard
system, has reduced the demand on the Purchasing Petty Cash Devolving Fund.
NOW,THEREFORE, ISE IT RESOLVED by the Board of Supervisors of the County of Butte, State
of California, as follows:
1. That there is determined to be a necessity for the reduction in the amount of the Purchasing Petty
Cash Revolving Fund from $14,440 to $3,000.
2. That this Fund is established and conducted in accordance with Section 29320 et seq. of the
Government Code of the State of California, and that certified copies of this Resolution shall be
transmitted to the County Auditor-Controller and County Treasurer-Tax Collector.
3. That an endorsement to the County's crime insurance policy is to be pursued and be conditioned, in
addition to its other provisions, upon the faithful administration of the Purchasing Petty Cash
Revolving Fund and upon the willingness and ability of the Director, General Services to account for
and pay over the fund upon demand of the Board of Supervisors at any time.
4. That the Director, General Services or his/her designee will continue to account for the Purchasing
Petty Cash Revolving Fund in accordance with Government Code Section 29320 et seq. and will
periodically request replenishment of the Fund based on properly documented transactions.
51. That there continues to be a need for the Cash Purchase Order Procedure for the purpose of
simplifying the purchasing process to meet user department timelines, for permitting access to local
suppliers who are unwilling or unable to accept the standard County of Butte purchase order, and for
permitting access to discount warehouses with cash or check only policies to take advantage of
considerable savings.
6. That the current procedure for the Fund is to limit the amount of departmental Petty Cash purchases
to $100, unless authorized by the Auditor-Controller.
7. That there are designated County employees authorized to make purchases utilizing the Purchasing
Petty Cash Revolving Fund in excess of$100 in the conduct of business for the Purchasing Services
Office, under the direction of the Director, General Services or his/her designee, and upon written
notification to the Auditor-Controller.
PASSED AND ADOPTED this 10t" day of June 2014 by the Butte County Board of Super-visors by the
following vote,
AYES: Supervisors Connelly, Wahl, Kirk, Lambert and Chair Teeter
NOES: None
NOT VOTINGF: None
ABSENT: None
Doug'rjeter, Chair
Butte County Board of Supervisors
ATTEST:
Paul. Hahn, Chief Administrative Officer
And Clerk of the Board of Supervisors
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