1997 AGN MAR 18 I26 - Laserfiche WebLink

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M CITY OF COLTON INTEROFFICE MEMORANDUM TO: B. Lunsford, Chief of Police FROM: F. Sullivan, Sergeant ' SUBJECT: Creation of the Cash Evidence Account DATE: March 4,1997 Upon audit of evidence procedures in the police department, it was discovered that a large sum of money was being stored in a safe in the property room. This money was a combination of evidence and money found for safekeeping. My investigation found that frequently there were long periods of time between the money being taken in and the money being dispositioned. Additionally, it was very cumbersome to go through the disposition process. The property clerk would have to go to a finance person while they counted the money together, then get separate receipts for each item. After discussion with the management team it was determined that the best course of action would be to place the money into an interest bearing account at a financial institution and document the transfer of funds in the individual case numbers. As cases are cleared and the money is authorized for release back to the owner or released to the city, a check may be written from that account to cover those funds. This would enhance the security of the funds, allow the accumulation of interest on the funds and reduce the handling of cash by employees to a minimum. Property Cleric Vandiver, Sgt. Glass, Sgt. Owens and I processed the money that was in the safe, documenting the amounts by case number and deposited the funds in Redlands Federal Bank under account #42-26659-4. The sum of money deposited into this account on this date was $48,464. As other items of evidence are processed the money will be deposited as well. The intent is not to keep money in the evidence system, but to deposit the money as soon as practical, thereby limiting the storage of money at the police department. The only money that may be stored for long periods of time and which will be kept in the safe will be money that is direct evidence, such as money with blood stains or other evidence or money that would physically be evidence. The signatories on the account will be Captain Crowe, Lt. Heusterberg, City Treasurer Mike Williams and I. In order to draw a check against this account, it will take two signatures of the above listed individuals. FS/rw