RESOLUTION NO. 2026 – 04

A RESOLUTION ESTABLISHING COUNTY-WIDE INTERNAL CONTROLS FOR CENTRALIZED MAIL AND POSTAGE PROCESSING

WHEREAS, the Delaware County Council and Board of Commissioners are responsible for maintaining internal controls over operational expenditures including postage and mail handling;
and

WHEREAS, decentralized postage usage, stamp purchases, and lack of tracking create unnecessary expense and weaken audit trails;

NOW, THEREFORE, BE IT RESOLVED by the Delaware County Council and Board of Commissioners that the following County-wide mail and postage procedures are hereby adopted:

Section 1. Centralized Mail Processing Required

All outgoing County mail shall be processed through the County’s designated centralized mail system.

Section 2. Department Identification Required

Departments must identify their cost account or department designation when submitting mail for processing.

Section 3. Prohibition on Stamp Purchases

Postage stamps shall not be purchased or used outside the centralized mail system.

Section 4. Certified and Tracked Mail Requirements

Certified or tracked mail must include department identification and the purpose of the mailing.

Section 5. Postage Allocation

Postage costs shall be allocated to departments based on actual usage as tracked by the mail system.

Section 6. Purpose

This procedure ensures accurate postage tracking, proper budget allocation, reduced waste, and a clear audit trail for all County mail.