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SANTA CLARA COUNTY CODE OF ORDINANCES: CHAPTER I. ORGANIZATION

Copyrighted by SANTA CLARA COUNTY CODE & Municipal Code Corporation, 1998.

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CHAPTER I.
ORGANIZATION

ARTICLE 1.
IN GENERAL

Sec. A15-1. Department recognized.

There is in the County the Finance Department, hereinafter referred to in this division [as] "Agency."

(Ord. No. NS-300.393, § 9, 3-26-85; Ord. No. NS-300.540, § I, 9-28-93)

Sec. A15-2. General responsibilities.

The Agency shall perform the duties and functions required by the County Charter, this Ordinance Code and state law to be performed by the Auditor-Controller, the Treasurer, the Tax Collector, the Recorder, and the Purchasing Agent, and shall perform such other duties and functions assigned by the Board of Supervisors and the County Executive.

(Ord. No. NS-300.393, § 9, 3-26-85; Ord. No. NS-300.540, § II, 9-28-93)

ARTICLE 2.
DIRECTOR OF FINANCE

Sec. A15-3. Director of Finance.

There is in the Agency the position of Director of Finance, who shall be the executive officer of the Agency and the ex officio Auditor-Controller, Treasurer, Tax Collector, Recorder and Purchasing Agent. The Director of Finance shall be appointed and supervised by the County Executive, in accordance with the County Charter.

(Ord. No. NS-300.393, § 9, 3-26-85; Ord. No. NS-300.540, § III, 9-28-93)

Sec. A15-4. Powers and duties of Director of Finance.

The Director of Finance shall have administrative control over the Agency and shall be responsible for the budget of the Agency. The Director of Finance shall have the authority to appoint, suspend or remove all assistants, deputies and other employees within the Agency, subject to the provisions of the County Charter and this Ordinance Code.

The Director of Finance shall assume full responsibility for the investment transactions of the County treasury for a one-year period, renewable annually subject to review, unless the Board of Supervisors, by ordinance, revokes its delegation of authority prior to such annual renewal. The Director of Finance shall annually render to the Board of Supervisors and any over-sight committee a statement of investment policy, which the Board shall review and approve at a public meeting. Any change in the policy shall also be reviewed and approved by the Board at a public meeting.

(Ord. No. NS-300.393, § 9, 3-26-85; Ord. No. NS-300.540, § IV, 9-28-93; Ord. No. NS-300.594, § 1, 2-4-97)

Sec. A15-5. Acting Director of Finance.

When a vacancy occurs in the office of Director of Finance or if the Director of Finance is unable to assume the duties of Director of Finance, the County Executive shall appoint a County officer or employee to serve as acting Director of Finance until such time as a Director of Finance has been appointed.

(Ord. No. NS-300.393, § 9, 3-26-85)

Secs. A15-6--A15-9. Reserved.

ARTICLE 3.
FINANCIAL CUSTODY AND SUPERVISION

Sec. A15-10. Duties generally.

The Director of Finance shall have the duties imposed by the Charter and the general laws of the State of California, and shall perform such other duties as are authorized by the County Executive and as are set out herein.

(Ord. No. NS-300.393, § 9, 3-26-85)

Sec. A15-11. Custody of money; records required.

The Director of Finance shall be custodian of all moneys received by the County from any source. The Director of Finance shall maintain records and accounts showing true balances at all times.

(Ord. No. NS-300.393, § 9, 3-26-85)

Sec. A15-12. Audit; approval or rejection of claims.

The Director of Finance shall audit and allow or reject claims in accordance with the procedures prescribed in Article 2 of Chapter 4 of Division 3 of Title 3 of the Government Code (Government Code § 29740 et seq.). Notwithstanding the foregoing, the three-day waiting period set forth in Government Code § 29742 of the shall not apply to any claims. Claims against the County pursuant to Government Code § 29707 shall be presented to and allowed or rejected by the Director of Finance pursuant to Government Code § 29707.1.

(Ord. No. NS-300.393, § 9, 3-26-85; Ord. No. NS-300.439, 6-14-88)

Sec. A15-13. When warrant considered lost.

A warrant is considered lost if it has been mailed and has not been received by the addressee within seven days after the date of mailing.

(Ord. No. NS-300.393, § 9, 3-26-85)

Sec. A15-14. Inventory of County property.

(a) Each County officer or person in charge of any office, department, service or institution of the County, each officer of a judicial district, each judge, or the clerk, secretary or other administrative officer of each court of record, and the executive head of each special district whose affairs and funds are under the supervision and control of the Board of Supervisors or for which the Board is ex officio the governing body shall file with the Director of Finance not less often than annually, and at times fixed by the Director of Finance, an inventory under oath, showing in detail all County property in his or her possession or in his or her charge. The Director of Finance shall prescribe the manner and form in which the inventory shall be compiled. The inventories shall be kept on record by the Director of Finance for at least five years and thereafter may be destroyed by such officer.

(b) Upon vacating a County office, each such County officer shall prepare a certified statement of assets to be transferred to his or her successor in office. Such certification will include but not be limited to cash on hand (including cash receipts, bank accounts and revolving funds), trust-accounts, accounts receivable, fixed assets, unused receipts and unused warrants. The certification will be in a form prescribed by the Chief Internal Auditor and will be subject to audit. The Chief Internal Auditor shall, at a minimum, audit the cash on hand as certified by the vacating officer.

(Ord. No. NS-300.393, § 9, 3-26-85)

Sec. A15-15. Methods and procedures.

The Director of Finance shall prescribe, subject to the approval of the County Executive, the methods of keeping and rendering accounts of all offices, institutions, departments, agencies and districts; and he or she shall have full access to all offices, institutions, departments, agencies and districts for the purpose of examining or revising procedures and forms pertaining to the recording of all transactions of such offices, institutions, departments, agencies and districts.

(Ord. No. NS-300.393, § 9, 3-26-85)

Sec. A15-16. Transfer of equipment, supplies between departments; furnishing of services by one department to another.

Whenever any office, department or institution requires equipment, materials, supplies or services which another office, department or institution is able to furnish, a suitable request shall be prepared in the manner prescribed by the Director of Finance. Where the request is for the transfer of materials, equipment or supplies purchased from capital outlay funds, or is for services involving an expenditure of capital outlay funds, it shall be submitted to the County Executive for approval. If the County Executive disapproves such a request, he or she shall give his or her reasons in writing to the office, department, agency or institution making the request. After such suitable request has been prepared and transmitted in the manner prescribed by the Director of Finance, and, when necessary, approved by the County Executive, the materials, equipment, supplies or services may be transferred or furnished. In such cases, appropriate charges and credits to the respective accounts of the offices, departments, agencies and institutions affected by such transfer shall be made by the Director of Finance.

(Ord. No. NS-300.393, § 9, 3-26-85)

Secs. A15-17, A15-18. Reserved.