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HomeMy WebLinkAboutReg 2013-10-21 Item 3D - Resolution - Cancellation of Outstanding General Fund Claims and Payroll ChecksCOUNCIL AGENDA SYNOPSIS MeetinsDate Prepared by M. are rev' w 10/21/13 cw / Council review ITEM INFORMATION ITEM No. 3.D. 11 STAFF SPONSOR: PEGGY MCCARTHY ORIGINAL AGENDA DATE: 10/21/13 AGENDA Ill 1\/I TITLE Resolution authorizing 2013. the cancellation of abandoned or unclaimed property for CATEGORY Discussion Mtg Date [ Motion MIgDate [ Ordinance Mtg Dale Bid Award Mg Date ri Public Hearing A,NDate 111 Other AN Date Resolution Mt1 Date 10/21/13 SPONSOR Counci/ 17 Mayor HR — DCD Finance P I-7ire IT 1)&1Z Police PIS SPONSOR'S The resolution authorizes the cancellation of abandoned funds (unclaimed property). SUMMARY Unclaimed property will be reported to the Department of Revenue (DOR) Unclaimed Property Section. The Council is being asked to approve the resolution for cancellation of unclaimed property. REVIEWED BY COW Mtg. _ CA&P Cmte 7 Utilities Cmte I— Arts Comm. DATE: 10/08/13 i4 F&S Cmte — Transportation Cmte Comm. Planning Comm. CHAIR: ROBERTSON Parks COMMITTEE RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Finance Unanimous Approval; Forward to Consent on 10/21/13 COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED SO $0 $0 Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 10/21/13 Informational Memorandum dated 9/25/13 Resolution in final form with attachments Attachment A: 2013 Unclaimed Property Summary Detail Report Minutes from the Finance and Safety Committee meeting of 10/8/13 11 12 TO: City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM Mayor Haggerton Finance & Safety Committee FROM: Peggy McCarthy, Finance Director Finance Department BY: Cindy Wilkins — Fiscal Specialist — Finance Department DATE: September 25, 2013 SUBJECT: 2013 Reporting of Abandoned Property to the WA State Department of Revenue Unclaimed Property Section ISSUE Annual write-off of outstanding and unredeemed General Fund accounts payable claims and payroll checks. BACKGROUND 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. Normal restitution is submitted to the County Treasurer each month for the Crime Victims Fund. Unclaimed restitution is then reported each year by the County Treasurer to the State Treasurer. The dormancy or abandonment period of all accounts payable claims and payroll checks is one year. Current Finance Department policy dictates that all abandoned or unclaimed property be reported annually to the Washington State Department of Revenue Unclaimed Property Section through the Council approved resolution process. DISCUSSION The annual proposed resolution totaling $1,933.16 reflects amounts deemed as abandoned or unclaimed property. For the 2013 unclaimed property report year, reporting (with option to not remit) of abandoned General Fund Accounts Payable claims checks total $1,521.99; and reporting of Payroll checks total $411.17. To the extent possible, those individual property owners with unclaimed accounts payable claims and payroll checks 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. 13 14 INFORMATIONAL MEMO Page 2 RECOMMENDATION The Council is being asked to approve the Resolution declaring the cancellation of unclaimed General Fund accounts payable and payroll checks and consider these items on the Consent Agenda at the October 21, 2013 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2013 Unclaimed Property Summary Detail Report W:12013 Info Memos-Council 1 unclaimedproperty.doc 41LA Citv of Tukwila Washington Resolution No. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL CHECKS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting on year 2013, requires a one-year dormancy period for outstanding claims and payroll checks issued from the General Government Fund; and WHEREAS, the City of Tukwila Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed General Fund claims; 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, 2012; 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 and payroll checks as detailed on Attachment A, the 2013 Unclaimed Property Summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2013. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Kathy Hougardy, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Shelley M. Kerslake, City Attorney Attachment A: 2013 Unclaimed Property Summary Detail Report W:\Word Processing\Resolutions\Cancellation of outstanding claims and checks 9-24-13 JF:bjs Page 1 of 1 15 16 Attachment A 1 2 3 4 5 6 7 8 9 10 11 12 13 1 15 1 1 1 1 2 2 2 2 2 2 2 2 2 2 2013 UNCLAIMED PROPERTY - SUMMARY DETAIL REPORT Public Agency - 2013 Reporting Period 7/1/2011 thru 6/30/2012 NAME C CHECK D DATE F FUND A AMOUNT L LETTER SENT R AFFIDAVIT STATUS AP Issued Checks Merle Brooks 3 350287 1 11/23/09 G Gen Fund 2 25.00 0 08/09/13 s sent to Tukwila Fire inner -office mail WWCCPP Group 3 356023 1 11/01/10 G Gen Fund 9 90.00 " " 08/09/13; a as of 9/9/2013 no response from individual /business Jacquelyn Casero 3 357979 0 07/18/11 G Gen Fund 1 10.00 ' ' 06/26/13 a as of 9/9/2013 no response from individual /business Chelsie Reno 3 358144 0 08/01/11 G Gen Fund 7 75.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Chuck Campy 3 358188 0 08/15/11 G Gen Fund 8 80.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Nancy Sebura Cortes 3 358198 0 08/15/11 G Gen Fund 1 10.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Julie Mahn 3 358240 0 08/15/11 G Gen Fund 5 50.00 0 06/26/13 7 7/2/13 letter returned, forward to 14419 W Evans ST, Surprise, AZ Tia Sin 3 358270 0 08/15/11 G Gen Fund 5 50.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Wa State Dept of Labor & Industries 3 358296 0 08/15/11 G Gen Fund 5 50.00 , , 06/26/13 a as of 9/9/2013 no response from individual /business Mitory George 3 358391 0 09/06/11 G Gen Fund 7 75.00 0 06/26/13 7 7/3/13 letter returned, "return to sender, unable to forward" Edward Brooks JR 3 358461 0 09/19/11 G Gen Fund 1 10.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Sharma Dashrath 3 358471 0 09/19/11 G Gen Fund 1 10.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Colendrino Angelo Abella 3 358631 1 10/17/11 G Gen Fund 1 100.00 0 06/26/13 a as of 9/9/2013 no response from individual /business Attachment A Co 30 31 32 33 34 35 36 37 3 3 2013 UNCLAIMED PROPERTY - SUMMARY DETAIL REPORT Public Agency 2013 Reporting Period 7/1/2011 thru 6/30/2012 NAME CHECK DATE FUND AMOUNT LETTER SENT AFFIDAVIT RETURNED STATUS aeke|eSh�eewTv� 359750 02/06/12 Gen Fund zo.8s�� p�of9/9/zOz5noesponsefmmind*iduaVbvsiness Devendra Malik 359928 03/05 /12 Gen Fund 306.95 as of 9/9/2013 no response from individuaVbusiness Vida Verdier 360351 04/23 /12 Gen Fund 10.00 as of 9/9/2013 rio response from individuaVbusiness Bryce Sipple 360461 05/07 /12 Gen Fund 10.00 as of 9/9/2013 no response from ndvidual/business Tyressa Stevenson 360467 05/07/12 Gen Fund 10.00 as of 9/9/2013 no response from individual/business Mark Taylor 360471 05/07/13 Gen Fund 10.08 as of 9/9/2013 no response from individual/business BOBALICIOUS CORP 360504 05/21/12 Gen Fund 10.05 as of 9/9/2013 no response from ncflvidual/business BUDGET USED TIRE &UU8ELLC 360506 05/21/12 Gen Fund 15. 22 as of 9/9/2013 no response from individual/business MANAAL FAMILY CHILDCARE 360560 05/21/1 Gen Fund 13.40 as of 9/9/2013 no response from ndMdual/business ANTHONY D TRAHAN 360792 06/18/12 Gen u 10000 06/26/13 f 9/9/2013 no response from individ aVbusineo 40 41 42 43 44 1,521.99 Payroll Check (includes Benefit Checks) Payroll - 2013 Reporting Period 7/1/11 thru 6/30/12 Ellingson-She|lgren, Sadie 524361 07/0$11 Fire Pensio 257.23 as of 9/9/2013 no response from individual/business Belshay, Holly 524524 08/05 /11 Gen Fund 51.98 as of 9/9/2013 no response from individual/business Gonzalez, James 525943 06/20/12 Gen Fund s/ys as of 9/9/2013 no response from individual/business Tukwila Childrens Foundation 525184 12/20 /11 Gen Fund 32 00 as of 9/9/2013 no response from individual/business Tukwila Childrens Foundation 525237 01/05 /12 Gen Fund 32.00 as of 9/9/2013 no response from individual/business Total Unclaimed: By Fund 411.17 $1,933.16 Report to State: $1,933.16 General Fund: 2,19039 Firemeris Pension Fund: 257.23 FINANCE AND SAFETY COMMITTEE Meeting Minutes October 8, 2013 — 5:30 p.m.; Conference Room #3 ��` '��_.lL ^7 ��2t�7 ��� � ��y�%�yZ1�� _/ / Finance and Safety Committee PRESENT Councilmembers: Dennis Robertson, Chair; De'Sean Quinn and Verna Seal Staff: Stephanie Brown, Kim Gilman, Peggy McCarthy, Vicky Carlsen, Jennifer Ferrer-Santa Ines, Shelly Kerslake, Kimberly Mat j, Laurel Humphrey CALL TO ORDER: Committee Chair Robertson called the meeting to orde at 5:30 p.m. L PRESENTATIONS No presentations. II. BUSINESS AGENDA Consensus existed to take up items D and E as the first and second order of business, respectively. A. Resolution—Cancellation and Reportingof20l3 Unclairned Property Staffis seeking Council approval of the annual resolution that would declare the cancellation of abandoned or unclaimed property that is owed to individuals or business owners in time for reporting to the Washington State Department of Revenue Unclaimed Property Section by Novernber 1, 2013. This year's report includes the cancellation of outstanding General Fund claims and payroll checks in the total amount of $1,933.16. The City has performed due diligence in notifying the property owners, and checks were issued to those who were successfully contacted through that effort. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 21 REGULAR CONSENT AGENDA. B. Ordinance—Arnending Ordinance No. 2408 relating to the Fina Assessment Roll for LID No 33 Staff is seeking Council approval of an ordinance that would amend Ordinance No. 2408 by replacing its Exhibit B, the final assessment roll for Klickitat Local Improvement District No. 33. After the passage of Ordinance No. 2408, it was discovered that eight parcels on the assessment roll contained outdated ownership data, and a corrected Final Assessment Roll must be adopted via a new ordinance. The corrected Final Assessment Roll also contains an annotation relating to an exemption for the King County Housing Authority on two parcels. The exemption was discovered after the assessment process had begun and it was determined that it would not be cost effective to start over. UNANIMOUS APPUXOVAI., FORWARD TO OCTOBER 21 REGULAR CONSENT AGENDA. C. Two Ordinances — Ethics Cod for Elected 0ffi6ulsand for Employees and Appointed Officials Cornmittee Chair Robertson provided an overview of a proposal to revise the Code of Ethics by adding a new chapter covering elected officials to include both the Council and the Mayor. A companion ordinance would amend the existing Code to remove the reference to elected officials, making it applicable only to City employees and appointed officials. This review and proposed revision to the Code was requested by the Council at its 2013 retreat, based upon a review of ethics policies for officials in other local municipal, county and state governments. The proposal removes language prohibiting "appearance of impropriety" as well as activity that might be seen as adverse to the interests of the City," on the grounds that those are concepts difficult to define and enforce and are not widely used in the comparison jurisdictions. Another impetus for the proposal is that all of the jurisdictions reviewed have a process under which investigations and decisions of complaints against elected officials are either performed by an ombudsman, appointed citizen board or the Council, and none have a process under which the Mayor performs the review or makes the final determination.