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Home My WebLink AboutCOW 2009-01-26 Item 3A - Resolution - City Clerk's Office Petty Cash FundCAS NUMBER 09-008 Establishment of a new $100.00 Change Fund Level for the City Clerk's Office and Repeal of Resolution No. 1664. C.\ 1'1 c tC IR\' Dzscii lion Motion Resolution Ordinance Bid Award Public Hearing Other SPC P'SOR n Canna/ Mcgor Adm Svcs DCD Finance Fire Legal 1 P &R n Police PW SPONSOR'S SUMMARY Fund Fund Source: Comments. 02/02/09 CO UNCIL AGENDA SYNOPSIS Initials ilvleeting Date Prepared by 1 Mayor's review I Council review 01/26/09 SH I aypAY 02/02/09 SH 1 ITEM INFORMATION 09 OC) 6 I ORIGINAL. AGENDA DATE. JANUARY 26, 2009 lltg Date 01/21/09 Alts Date lltg Date 02/02/09 ,lltg Date Alt& Date tlltg Dote ditg Date ITEM NO. 3,4. Due to the upcoming implementation of a new cashiering system to provide greater operational efficiency and enhanced customer service, it is necessary to establish a $100.00 change fund for the City Clerk's Office. Council is being asked to adopt a resolution establishing the change fund. RI 1\ 111' COW'S Mtg. n CA &P Cmte F &S Cmte Transportation Cmte Utilities Cmte Arts Comm. U Parks Comm. Planning Comm. DAIE. 01/21/09 RECOMMENDATIONS: SPONSOR /ADMIN. Adoption of resolution COMMITFEB Unanimous approval; forward to next Committee of the Whole COST IMPACT FUND SOURCE E`PI;NDITURI? RI:QUI1 I D AMOUNT BUDGETED $n /a $n /a 1 MTG. DATE 1 RECORD OF COUNCIL ACTION 01/26/09 1 I 1 MTG. DATE 1 ATTACHMENTS 01/26/09 Informational Memorandum dated 01/14/09 Resolution in draft form Copy of Resolution No. 1664 to be repealed Minutes from the Finance and Safety Committee meeting of 01/21/09 APPROPRIATION REQUIRED $n /a TO: City of Tukwila ISSUE INFORMATIONAL MEMORANDUM Mayor Haggerton Finance Safety Committee FROM: Shawn Hunstock, Finance Director Finance Department DATE: January 14, 2009 SUBJECT: Establishment of a New $100.00 Change Fund Level for the City Clerk's Office and Repeal of Resolution No. 1664 Jim Haggerton, Mayor To establish a new $100.00 change fund level for the City Clerk's Office and for the repeal of Resolution No. 1664. BACKGROUND As with the scheduled implementation of a new cashiering system and process for the City Clerk's Office, it is the desire of its Staff to establish a new change fund level in the amount of $100.00 which will provide for operational efficiency and improved customer service. DISCUSSION The attached proposed draft resolution will establish a new change fund level for the City Clerk's Office as follows: General Fund (000): City Clerk's Office 100.00 General Fund Total 100.00 Once the City Council approves the establishment of a new change fund level for the City Clerk's Office through the repeal of Resolution No. 1664 —a claims disbursement check will be issued through Accounts Payable to release the funds. RECOMMENDATION Please forward this item to the January 26, 2009 Committee of the Whole meeting for consideration and forward to the February 2, 2009 Regular Meeting for Council approval of final resolution. ATTACHMENTS Draft copy of resolution to repeal existing Resolution No. 1664. Copy of current Resolution No. 1664. DRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CI OF TUKWILA, WASHINGTON, ESTABLISHING A CITY CLERK'S OFFICE CHANGE FUND LEVEL; AND REPEALING RESOLUTION NO. 1664. WHEREAS, the Tukwila City Council previously established Change Funds and Petty Cash Fund levels, most recently by Resolution No. 1664, passed June 23, 2008; and WHEREAS, for the implementation of a new cashiering system for operational efficiency and improved customer service, associated with City Clerk operations, there is a need to establish a new change fund level in the amount of $100.00 for the City Clerk's Office; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The Change Fund levels are hereby set as follows: I Finance Department City Clerk's Office I Municipal Court 1 Parks and Recreation I Golf Course Section 2. The Petty Cash Fund levels are hereby set as follows: Finance Department Police Investigation /Tukwila Fire Department Parks and Recreation Public Works Div. II Public Works Div. I Section 3. Resolution No. 1664 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Council Meeting thereof this day of 2009. ATTEST/ AUTHENTICATED: Christy O'Flaherty, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney 1 Water Fund 0001 100.00 1 General Fund 0001 100.00 General Fund 000 1 300.00 General Fund 000 300.00 I Foster Golf Course Fund 411 I 1,200.00 (or less as needed) General Fund General Fund General Fund General Fund General Fund General Fund 000 1 800.00 000 1 10,000.00 000 350.00 000 500.00 000 350.00 000 1 200.00 Joan Hernandez, Council President Filed with the City Clerk: Passed by the City Council. Resolution Number C \Document and Settings \All Users Desktop Kelly MSDATA Resolutions Change Fund City Cle:kdoc LJ:KSN 1/21/2009 Page 1 of 1 City of Tukwila Resolution No. FFY A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, INCREASING THE TUKWILA POLICE INVESTIGATION FUND LEVEL; AND REPEALING RESOLUTION NO. 1659. WHEREAS, the Tukwila City Council previously established Change Funds and Petty Cash Fund levels, most recently by Resolution No. 1659, passed March 3, 2008; and WHEREAS, for operational efficiency associated with Police undercover operations, there is a need to increase the Tukwila Police Investigation Fund from $5,000 to $10,000; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Section 1. The Change Fund levels are hereby set as follows: Finance Department Municipal Court Parks and Recreation Golf Course Section 2. The Petty Cash Fund levels are hereby set as follows: Finance Department Police Investigation /Tukwila Fire Department Parks and Recreation Public Works Div. II Public Works Div. I Section 3. Resolution No. 1659 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Special Council Meeting thereof this TS' ;d' day of 4r.. LI A L 2008. ATTEST/ AUTHENTICATED: T 44 t i ut uncil Pre is ent" Christy 4 erty, CMC, Cf 'y Clerk APPROVED AS TO FORM BY: Office of the City Attorney Washington Water Fund 0001 100.00 1 General Fund 0001 300.00 1 General Fund 0001 300.00 Foster Golf Course Fund 411 1,200.00 (or less as needed) General Fund General Fund General Fund General Fund General Fund General Fund 000 000 000 000 000 000 Filed with the City Clerk: t 1 L.F Passed by the City Council: 1 Resolution Number: 1t C: \Documents and Settings \All Users\ Desktop \Kelly \MSDATA \Resolutions \Change Fund Police.doc LJ:KSN 6/18/2008 800.00 10,000.00 350.00 500.00 350.00 1 200.001 Page 1 of 1 FINANCE AND SAFETY COMMITTEE Meeting Minutes January 21, 2009, 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Pam Linder, Chair; and De' Sean Quinn Absent: Joe Duffle Staff: Guests: I. PRESENTATIONS No presentations. City of Tukwila Finance and Safety Committee Shawn Hunstock, Jim Morrow, Barbara Saxton, Rebecca McGregor, Bob Giberson, Dave Haynes and Kimberly Matej Chuck Parrish CALL TO ORDER: Chair Linder called the meeting to order at 5:09 p.m. II. BUSINESS AGENDA A. A Resolution Establishing a City Clerk's Office Change Fund Level Staff is seeking full Council approval of a resolution that will establish a change fund in the amount of $100.00 for the City Clerk's Office. The addition of the change fund is needed for implementation of a new cashiering system that will increase operational efficiency and improve customer service. This will require the repeal of Resolution No. 1664. UNANLVIOUS APPROVAL. FORWARD TO JANURY 26 COW FOR DISCUSSION. B. Records Storage Facility Rental Committee members expressed their knowledge of the City's need for a new records storage facility. Members are in agreement that there is a need to store these records in a safe, accurate and organized location. However, they have asked staff to make several changes to the informational memo presented at Committee and return at a later date for approval. Committee Chair Linder suggested that once the current records facility is vacated (old fire station located in Allentown) it might serve as a potential location for an artists' loft. RETURN TO FINANCE SAFETY COMMITTEE ON FEBRUARY 3, 2009. III. MISCELLANEOUS Meeting adjourned at 5:39 p.m. Next meeting: Tuesday, February 3, 2009 5:00 p.m. Conference Room #3 �S Committee Chair Approval Minutes by KAM.