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HomeMy WebLinkAbout018 72 RESOLUTION NO. // ?of IT APPEARS TO THE BOARD OF JEFFERSON COUNTY COMMISSIONERS that the Jefferson County Fair Revolving Fund does not have sufficient cash on hand to pay all the expenses (premiums) of the Fair until their allocation from the State Fair Fund is received, and BE IT RESOLVED under authority vested by RCW 36.37.040, the County Treasurer is employed to transfer fmds from the Current Expense Fund of the County to the Jefferson County Fair Revolving Fund, and IT IS HEREBY ORDERED that the County Treasurer transfer $8,000.00 to the County Fair Revolving Fund and when the allocation from the State Fair Fund is received, the Treasurer shall first deduct from such remittance the money heretofore transfered in the sum of$8, 000.00 and credit the same to the Current Expense Fund. ADOPTED this S"'/'ti' day of June I 1972. r r " . " ~ '1' t ~ .. /; '2~(;' .~,:~ "ll( . \~' . '~..-> ~iA~ / ~ (.: I: '. \ ~ : ~ ~,"-:~ ;,/~.. \....-,. '-...~ >>/,- ... ,. 11.. .. , ~ $) ., BOARD OF COMMISSIONERS JEFFERSON COUNTY r (i9/t,~~ .M.'O'Meara, Chairman ATTEST: , Betty J Count uditor and Ex- Officio Clerk of the Board '-:L~L~ G~~ Walter A. Kelly, Member {/ -- --~ .._----_.'. ~_..... .. - ~ ---.- STATE OF WASHINGTON Office of State Auditor Division of Municipal Corporations '--- BULLETIN No. Page Effective 108 2 of 2 February 23, 1962 J 1. Acquisition of grounds 2. Construction.. improvement and maintenance of buildings 3, Fair premiums 4. General maintenance The same statute gives the County Commission discretionary power to authorize the County Auditor to provide a Revolving Fund to be used by the fair officials "for the conduct of the fair." This was specifically designed to allow the payment of premiums, transient labor and the many other payments which need to be made immediately during the period the fair is being conducted, without going through the for- mality of a warrant issue. All other expenditures will be vouchered and warrants will be issued in the ordinary manner as other county expenditures. See Bulletin 002 for creation of a minor continuing Petty Cash Revolving Fund. If a Revolving Fund is authorized it shall be drawn against the Advance Expenditure Loan Account. Expenditures from the Revolving Fund shall be made by check. Expenditures shall be supported by a paid receipt or a properly executed invoice voucher signed by the vendor or payee. An exception to the foregoing would be expenditures for premiums or prizes wherein a paid receipt or properly executed invoice voucher will not be required. In lieu of this requirement a list of premium or prize winners, supplemented by entry records and certified by the Fair Board will suffice to evidence expenditures for this pur- pose. It should be noted that this is an alternate procedure. After the Revolving Fund has served its purpose at the end of the fair period, or a reasonable time thereafter to allow checks to clear, the account shall be closed. Any cash residue within the Revolv- ing Fund shall be remitted to the County Treasurer and credited to the Current Expense Fund to the end that payments from the fund, plus the residue, shall equal the Revolving Fund. A full accounting of the Re- Volving Fund shall simultaneously be made to the County Auditor, show- ing the proper budget classification to which expenditures were applied; for the most part, these will be Items 3 and 4, above listed. Depending on the method of operation, either through the Cur- rent Expense Fund or a separate County Fair Fund, a budget transfer from the County Fair Department in Current Expense or a cash transfer from the County Fair Fund to the Current Expense Fund shall be effected in order to properly segregate or distribute the County Fair expenditures from the Revolving Fund to the proper budget classification. A surety bond for the recipient of the-Revolving Fund should be provided in the amount of the fund and be filed with the County Clerk. Detail has been provided by this bulletin in order that each county officer or agent might be more familiar with the requirements of the statute as construed by the Attorney General's letter and the require- ments of the State Auditor's Division of Municipal Corporations. These accounting procedures are prescribed as authorized by RCW 43.09.200 and are the minimum controls acceptable by the Division.