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Home My WebLink AboutCOW 2009-09-28 Item 6C - Resolution - Cancellation of Outstanding Claims (Unclaimed Property) for 2009 COUNCIL AGENDA SYNOPSIS MICA l Initials ITEM No. Meeting Date Prepared by Mayor's review Council review 1 t;; G I 09/28/09 1 SH 1 "-G 1 :A ,1. a y� C 10/05/09 1 SH 1 I ki" 290' I I 1 ITEM INFORMATION CAS NUMBER 09-135 1 ORIGINALAG1NIll,\ D, \'1'I SEPTEMBER 28, 2009 AGI ?ND,\ I'n ITITLE A resolution authorizing the cancellation of outstanding claims for 2009. C.\'I'I G0R1" Di.cu.1; ion Motion Resolution Ordinance Bid Alward I Public Hearing Other illtg Date 09/28/09 Alta Date Mlltg Date 10/5/09 Mtg Date Illtg Date illtg Date Mtg Date Si )NSOR Council Mayor I l Adm Svcs DCD .Finance Fire Legal P&R Police PWW SPONSOR'S The resolution authorizes the cancellation of outstanding claims (unclaimed property). The SuMM,\R\' unclaimed property will be remitted to DOR, and made available to the responsible party through the State. This is an annual process authorizing remittance of unclaimed property to the State. The Council is being asked to approve the resolution for cancellation of outstanding claims. RI,\'I1,\x'1 I) HY COW Mt CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. 1 1 Parks Comm. Planning Comm. DATE: 9/22/09 RECOMMENDATIONS: SPONSOR /ADMIN. Finance Department COMM1YI F1,. Unanimous Approval; Forward to C.O.W. COST IMPACT FUND SOURCE EXPI RI D AMOUNT B UDGETED APPROPRIATION REQUIRED Fund Source: Comments: 1 MTG. DATE RECORD OF COUNCIL ACTION 9/28/09 10/05/09 MTG. DATE ATTACHMENTS 9/28/09 Informational Memorandum dated 9/17/09 Resolution in Draft Form Attachment A DOR Unclaimed Property Reporting 2009 Unclaimed Property Summary Detail Report Minutes from Finance and Safety Committee meeting of 9/22/09 10/5/09 TO: ISSUE BACKGROUND DISCUSSION City of Tukwila INFORMATIONAL MEMORANDUM Mayor Haggerton Finance Safety Committee FROM: Shawn Hunstock, Finance Directo Finance Department DATE: September 17, 2009 SUBJECT: 2009 Reporting and Remittance of Abandoned Property to the WA State Department of Revenue Unclaimed Property Section Jim Haggerton, Mayor Annual write -off of outstanding and unredeemed General Fund accounts payable claims and payroll checks, Municipal Court checks, and Foster Golf Course gift cards. Each year, the City of Tukwila holds abandoned or unclaimed property that is owed either to individuals or business vendors that must be reported by November 1st to the Washington State Department of Revenue Unclaimed Property Section. All local governments are required to report all unclaimed property except unclaimed restitution. Unclaimed restitution is submitted to the County Treasurer who is required to report and send the funds to the State Treasurer for the Crime Victims Fund each month. The dormancy or abandonment period of all accounts payable claims and payroll checks is one year; Municipal Court checks have an abandonment period of two years; and gift cards have an abandonment period of three years. Current Finance Department policy dictates that all abandoned or unclaimed property be reported and remitted annually to the Washington State Department of Revenue Unclaimed Property Section through the Council approved resolution process. The advantages to the City for remitting the funds annually to the Department of Revenue are as follows: Property remitted by the City is indemnified The City is no longer responsible for the tracking of funds There is little -to -no research or contact with claimants by the City as this is now maintained through the Department of Revenue The annual proposed resolution totaling $4,602.33 reflects amounts deemed as abandoned or unclaimed property. For the 2009 unclaimed property report year, remittance of abandoned General Fund Accounts Payable claims checks total $1,348.59; payroll checks total $196.01; and Municipal Court checks total $195.51. Additionally, Foster Golf Course unclaimed gift cards total $2,862.22. INFORMATIONAL MEMO Page 2 To the extent possible, those individual property owners with unclaimed accounts payable claims, payroll, and /or Municipal Court checks of $50.00 or more, have been notified by the City through the "good faith" effort of being served due diligence letters. These individual property owners have either not responded to the due diligence notifications and /or cannot be located in order to claim their property. Unlike Accounts Payable claims, payroll and Municipal Court checks, property owners of Foster Golf Course gift cards cannot be located and the process of serving due diligence notification is, therefore, omitted. RECOMMENDATION The attached proposed resolution and its attachments will authorize the annual cancellation of unclaimed General Fund accounts payable claims /payroll checks, Municipal Court checks, and Foster Golf Course gift cards. By way of this informational memo being presented to members of the Finance Safety Committee this day, please forward as follows: Committee of the Whole Meeting scheduled for September 28, 2009 Regular Council Meeting scheduled for October 5, 2009 ATTACHMENTS Proposed Draft Resolution 2009 Attachment "A" to Resolution 2009 Unclaimed Property Summary Detail Report H:1Lily's General Working Folder\Unclaimed Property 2009 \InfoMemo.doc A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL CHECKS, MUNICIPAL COURT CHECKS, AND FOSTER GOLF GIFT CARDS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting year 2009, requires a one -year dormancy period for outstanding General Fund claims and payroll checks, a two -year dormancy period for municipal court checks, and a three -year dormancy period for gift cards; and WHEREAS, the City Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed General Fund claims and payroll checks, municipal court checks, and Foster Golf gift cards; and WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding, unclaimed General Fund claims and payroll checks issued prior to July 1, 2008, municipal court checks issued prior to July 1, 2007, and Foster Golf gift cards issued prior to July 1, 2006; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The Tukwila City Council authorizes the cancellation of General Fund claims and payroll checks, municipal court checks, and Foster Golf gift cards, as detailed on Attachment A and the unclaimed property summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2009. ATTEST/ AUTHENTICATED: Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney W: \Word Processing Resolutions Outs Warrants 2009.doc LJ:kn 9/17/2009 DRAFT Joan Hernandez, Council President Filed with the City Clerk: Passed by the City Council: Resolution Number: Attachments: Attachment A, Washington State Department of Revenue 2009 Unclaimed Property Reporting (1 page) 2009 Unclaimed Property Summary Detail Report (3 pages) Page 1 of 1 Attachment "A" WA State Department of Revenue 2009 Unclaimed Property Reporting ID NUMBER DATE VENDOR AMOUNT 000 General Fund Claims Various Various Aggregate- Various (Claims Checks under $50) $165.00 #324673 07/03/06 Wendy I. Jans 193.20 324918 07/17/06 Fish Gallery Pets 54.38 335138 11/05/07 David Patton 100.00 335627 12/03/07 Kevin L. Johnson 276.25 338285 04/07/08 Kevin L. Johnson 306.25 339516 06/02/08 Kevin L. Johnson 253.51 Total Claims Checks $1,348.59 Payroll 513890 07/20/07 Brian Allen $19.14 514273 09/05/07 Michelle Bennett 59.21 514295 09/05/07 Joseph Larsen 117.66 Total Payroll Checks $196.01 Municipal Various Various Aggregate- Various (Court Checks under $50) $20.51 Court 12274 09/20/06 Normandy Court Apts. 100.00 12281 10/04/06 Braulio Navarrete- Chavero 75.00 Total Municipal Court Checks $195.51 General Fund Grand Total All Checks: $1,740.11' 411 Foster Golf Course Gift Cards Various Various 103 qty. miscellaneous gift cards 411 Fund Total: $2,862.22 $2,862.22 GRAND TOTAL: $4, 602.33 00 9 unclaimed Property filing Yea Chet n to report tor 2 TreasuCer s checks ding treasurer's ch Treasurer Checks, tion: No o utstand in g Total pescr Oer Pro e wn Genera'OQt) Fund= Cairns Cie Check N Date 07103106 #324673 07117106 324 10101 334209 10115107 334617 10115107 334 10115 334755 10122107 334 111051 335071 11105 335138 12103107 335627 12124!07 336136 12124107 3362 0310310 337 04107 338285 05105106 338812 05105108 338$54 05105! 338946 06102i06 33 9516 Unclaimed Pry erg 2009 ar Detail Report Wendy 1. Jane pets Fish Gallery Penny Brooks Shakeel K Jay Singh Step anov Mikhail Gonzalez Loyola Sheilon Arturo Gonz d pavld Patton Kevin 1_. Johnson A. Baker Nkunz1 Joseph K. Schilling Mitsue K Kevin 1-• Johnson Jennifer B elanis Lisa Coop G {egory J ohnson Kevin L. Total General Fund Claims Checks: T hec k$: Total All Claims C Svcs.-Community Center cs 0 6130106 Instructional is 834 241, Class V Invoice Cntr. Adult Fitness Refund Comm. Juror Fee Juror Fee Juror Fee Juror Fee a e Deposit Juror Fee Comm. Center Dui Center Refund i na vcs -Com Instructio Juror Fee e osit Juror 'Fee Center 0 n e Deposit Refund S vcs. Comm Instructi Juror Fee Juror Fee Community Center Juror Fee Instructional Svcs All code: CKp4 8 ,0 00 0.00 $193.20 54.36 400 10.0 10.0 10.0 10.0 10.0 100. 276.2 10.0 10.00 25.00 30 10. 10.0 10.0 25 General Fun All code: CK06 i lej 09/1712009 3 PM pa roll Claims Check No. Date 0712 #513 0 910510 7 514273 09105107 5142 Nlunici al Court Checks-Date Checktlo• 08110 #12250 08125106 12264 09120106 12274 10104106 122 1 410510 6 12282 10131106 12245 12129106 12340 12129106 123 10 12343 12129 pro ert G Brian Allen Michelle Bennett Joseph La rsen pescri tlon: 0711512007 Payroll 0813112007 Payroll 0813112007 Payroll Total Payroll PrO e Overpayment Court Fee Martin Reynol Bail Refund Nicholas e b D Restitutio Debra n C ourt Apts gait Refund t Court Fee C Fee Normandy Chavero men ar rete- Overpaym verpaY t Claims pescrl -"ion: t W ner• Braulio Kalla Canter Billadeau Jeffe Melissa -Tuani II Lonzell R. Jr. Leon Alexand Total Municipal Court Checks: Overpaym Overpayment Coin Fee Overpayment Court Fee Overpaym ve p yment Court Fee 4111 F wn property owners) Course Gift Cards 103 qty. miscellaneous ty •miscellaneous gift cards Golf Date unknow Gift Card No• Various (M variously named Fund: Various Gift Cards 411 F Total Go t{ bourse G a nd Golf Gift Cards: Treasurer Court Checks an be sent to County a1 C e Municip ittanc M ary: payroll, all other Check #12274, rem state: Court Restitutorted a nd Remitted to 2009 ort Year Summar Claims Rem-- Municipal Go a Reporte Grand Total to b Property Summary R eport 2009 Unclaimed Page 2 1914 59.2 117.6 $2,862. $2 8 6 All General Fund All General Fund .00 1 .50 S de: MS16 Treasurer) 100.00 (To be 75.0 1.00 0.01 10.0 2.00 1.00 $1 $4,50 100.0 411 Fund All Code: MS12 lej 09/1712009 3 :3 PM ID Number General Fund: Claims Payroll Municipal Court #324673 324918 335138 335627 338285 339516 #513890 514273 514295 Date Various 07/03/06 07/17/06 11/05/07 12/03/07 04/07/08 06/02/08 07/20/07 09/05/07 09/05/07 #12250 08/10/06 12264 08/25/06 12274 09/20/06 12281 10/04/06 12282 10/05/06 12295 10/31/06 12340 12/29/06 12341 12/29/06 12343 12/29/06 Vendor Aggregates- Various Wendy I. Jans Fish Gallery Pets David Patton Kevin L. Johnson Kevin L. Johnson Kevin L. Johnson Brian Allen Michelle Bennett Joseph Larsen (under$50) Nicholas Martin Reynolds Debra Webb -Davis Normandy Court Apts. Braulio Navarrete Chavero Kalla Canter Jeffery Scott Billadeau Melissa Tuani Lonzell R. Hill, II Leyton Alexander, Jr. Total General Fund All Instructional Svcs.- Community Center Vendor Invoice #834241, 06/30/06 Refund Comm. Center Damage Deposit Instructional Svcs. Community Center Instructional Svcs.- Community Center Instructional Svcs.- Community Center Total Claims 07/15/2007 Payroll 08/31/2007 Payroll 08/31/2007 Payroll Overpayment Bail Refund Restitution Bail Refund Overpayment Overpayment Overpayment Overpayment Overpayment Total Payroll Court Fee Court Fee Court Fee Court Fee Court Fee Court Fee Total Municipal Court 2009 Unclaimed Property Summary Report Page 3 Amount $165.00 193.20 54.38 100.00 276.25 306.25 253.51 $1,348.59 $19.14 59.21 117.66 $196.01 $5.00 1.50 100.00 75.00 1.00 0.01 10.00 2.00 1.00 $195.51 $1,740.11 lej 09/17/2009 3:31 PM FINANCE AND SAFETY COMMITTEE Meeting Minutes September 22, 2009 5:00 p.117. Conference Room #3 PRESENT Councilmembers: Pam Linder, Chair; Joe Duffle and De' Sean Quinn Staff: Shawn Hunstock, Bob Giberson, and Kimberly Matej Guests: Jeremy Eide CALL TO ORDER: Chair Linder called the meeting to order at 5:00 p.m. I. PRESENTATIONS No presentations. City of Tukwila Finance and Safety Committee II. BUSINESS AGENDA A. Seattle Southside Visitor Center Lease This item has been removed from the Committee Agenda, per agreement of the full Council at the Regular Council meeting on September 21, 2009. Since the Seattle Southside Visitor Center Lease is currently in draft form and changes at the staff level are anticipated, Council felt it would be more efficient to review the item once staff has made final changes. Due to time constraints, this item will move directly to the next scheduled COW on September 28, 2009 instead of returning to Committee on October 6. FORWARD TO SEPTEMBER 28 COW FOR DISCUSSION. B. Resolution Ordering the Cancellation of Outstanding, General Fund Claims and Payroll Checks, Municipal Court Checks and Foster Golf Gift Cards, Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which will be reported to the Washington State Department of Revenue by November 1, 2009. This year's cancellations total $4,602.33. All cancellations will be remitted to the Washington State Department of Revenue Unclaimed Property Section. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 28 COW. C. Resolution Opposing Initiative 1033 At the request of the City Council, staff is bringing forward a resolution which opposes Initiative 1033 (I- 1033). Initiative 1033 is scheduled to be on the November 3 General Election ballot. If approved, I -1033 would limit the growth of state, county and city revenue to the annual inflation and population growth. Committee members suggested adding additional language to the resolution that would strengthen the understanding of the initiative's impact on the City, including identifying basic levels of service (i.e.: fire and police) and recession concerns. The Committee discussed possible ways of notifying voters of the importance of opposing this initiative. Shawn Hunstock, Finance Director, will follow -up with the City Attorney to address some of these suggestions and will report out at the September 28 COW. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 28 COW. D. Ordinance and Policy Regarding Utility Leak Adiustments Staff is seeking full Council approval of a policy, and subsequent approval of an ordinance, that will provide utility customers with occasional fiscal relief on their water and /or sewer bill due to high consumption as a result of a water leak.