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Home My WebLink AboutCOW 2007-10-08 Item 3B - Resolution - Cancellation of Outstanding Claims, Payroll Checks, Municipal Court Checks and Foster Golf Course Gift CertificatesREVIEWED BY MTG. DATE I 10/8/07 1 MTG. DATE 0 WI Cow Mtg. Utilities Cmte CO UNCIL AGENDA SYNOPSIS Initials Meetiii Date Prepared by L Ma; or s review ncil review 10/08/07 KAF h ((Am 10/15/07 KAF I CA &P Cmte Arts Comm. 3'b ITEM INFORMATION ORIGINAL AGENDA DATE: OCTOBER 8, 2007 CAS NUMBER: 07-114 AGENDA ITEM TITLE A Resolution authorizing the cancellation of outstanding claims /payroll checks, municipal court checks, and gift certificates. CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other Mtg Date 10/8/08 Mtg Date Mtg Date 10/15/07 Mtg Date Mtg Date tllt8 Date Mtg Date SPONSOR Council Major Adrn Svcs DCD Finance Fire Legal P&R Police PTV SPONSOR'S The State of Washington Department of Revenue (for the reporting year 2007) requires a SUMMARY one -year dormancy period for outstanding claims /payroll checks and a two -year dormancy period for gift certificates. After making all reasonable attempts to locate and contact property owners to resolve the issues, the City now wishes to cancel the attached outstanding claims /payroll checks and gift certificates. F &S Cmte Parks Comm. DATE: October 1, 2007 RECOMMENDATIONS: SPONSOR /ADMIN. Forward to Council for final review and adoption. COMMITTEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED So S 0 Fund Source: N/A Comments: None RECORD OF COUNCIL ACTION ATTACHMENTS 10/8/07 1 Informational Memorandum dated 10/1/07 1 Resolution in draft form Detail of claims /payroll checks and gift certificates Minutes from the Finance Safety Committee Meeting of 10/1/07 ITEM NO 3.B. Transportation Cmte Planning Comm. October 1, 2007 To: From: Subject: Attachments Lej/ Citty, of f Tukwila Department of Finance Kevin A. Fuhrer, Finance Director Mayor Steve Mullet Finance Safety Committee Kevin Fuhrer, Finance Director Finance Department Annual Write -Off of Outstanding, Unredeemed Claims /Payroll Checks, Municipal Court Checks, and Gift Certificates The attached proposed resolution will write -off a total of $5,745.43 in unredeemed /outstanding items to be reported in the year 2007 to the Washington State Department of Revenue Unclaimed Property Section as follows: General Fund (000): Claims Checks (various) Municipal Court Checks (various) Payroll Check (Joseph Guerrero) General Fund Subtotal Water (401 Fund): Claims Check (David Steele) Golf Course (411 Fund): Gift Certificates (various) MEMORANDUM $1,926.98 372.00 118.22 $2,417.20 21.05 3.307.18 Grand Total All $5.745.43 Once the City cancels these outstanding items, the amounts will be retained by the City and returned to the General and Water funds, respectively. The Golf Course outstanding gift certificates amount will be remitted as payment to the Washington State Dept. of Revenue Unclaimed Property Section. 6200 Southcenter Boulevard Tukwila, Washington 98188 -2544 Phone: (206) 433-1838 Fax: (206) 433 -1833 Email: kfuhrer@ci. tukwila. wa. us A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING CLAIMS/PAYROLL CHECKS, MUNICIPAL COURT CHECKS, AND GIFT CERTIFICATES. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting year 2007, requires a one -year dormancy period for outstanding claims /payroll checks and a two-year dormancy period for municipal court checks and gift certificates; and WHEREAS, the City Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed claims /payroll checks, municipal court checks, and gift certificates; and WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding, undaimed claims /payroll checks issued prior to July 1, 2006, and municipal court checks and gift certificates issued prior to July 1, 2005, NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The Tukwila City Council authorizes the cancellation of claims /payroll checks, municipal court checks, and gift certificates, as detailed on Attachment A. PASSED BY THE CITY COUNCIL OF THE U11 Y OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2007. ATTEST /AUTHENTICATED: Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney DRAFT Verna Griffin, Council President Filed with the City Clerk: Passed by the City Council: Resolution Number: Attachments: Attachment A, Washington State Department of Revenue 2007 Unclaimed Property Reporting (1 page) 2007 Unclaimed Property Summary Report (2 pages) C: \Documents and Settings \Ali Users\Desktop Kelly MSDATA \Resolutions Outs Warrants 2007.doc LJ.kn 9/26/2007 Page 1 of 1 ID NUMBER DATE 000 General Fund Various Various 309133 317250 318134 324026 509322 11704 11714 11805 Various Various 07/19/04 07/18/05 09/06/05 06/05/06 03/03/06 07/29/04 08/26/04 03/25/05 401 Water Utility Fund 319917 11/21/05 Attachment "A" tate=Department_of Revenue nclaimed-= Properfy Reporting VENDOR David Steele 401 Fund Total: 411 Foster Golf Course Ninety (90) miscellaneous gift cards 411 Fund Total: Aggregate Various (Claims Checks under $50) Aggregate Various (Court Checks under $50) Lem Lem Zemo US Postal Service Glock Inc. USA Wendy Jans Joseph Guerrero Ventoe Woods, Jr. Susan Christine Blair Terry Allan Petersen General Fund Total: AMOUNT $243.40 $95.00 $60.00 $1,323.38 $100.00 5200.20 5118.22 $50.00 $161.00 $66.00 $2,417.20 $21.05 $21.05 $3,307.18 $3,307.18 GRAND TOTAL: $5, 745.43 2007 UNCLAIMED PROPERTY SUMMARY REPORT 2007 UNCLAIMED PROPERTY SUMMARY REPORT FINANCE AND SAFETY COMMITTEE Meeting Minutes October 1, 2007- 5:00 p.m. City of Tukwila Finance Safety Committee PRESENT Councilmembers: Jim Haggerton, Chair; Joan Hernandez and Dennis Robertson Staff: David Haynes, Trina Cook, Kevin Fuhrer, Jane Cantu, Christy O'Flaherty, Rhonda Berry, Derek Speck and Kimberly Matej Guests: Chuck Parrish CALL TO ORDER: Committee Chair Haggerton called the meeting to order at 5:00 p.m. At the beginning of the meeting, Councilmember Robertson requested to amend the agenda to discuss the review schedule for the 2008 Proposed Budget and CEP under IV. Miscellaneous items; agenda amended. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Business License Fee Increase Staff is recommending an increase in business license fees. Fees have not been increased since the establishment of the business License fee ordinance in 1980. After conducting research on assessed fees in similar -sized jurisdictions, staff has concluded that the proposed fee increases are within reasonable range of existing fees in similar communities. Proposed changes incorporate more equitable categories (regarding number of employees), are attentive to minimizing the financial impact on businesses, and clarify the definition of a home occupation. After further discussion with Committee members, several recommendations were made for incorporation into the staff report and/or proposed ordinance: Incorporate the fee rates of Kent, Auburn and Burien into the comparison table. Add an additional higher end category under Number of Employees regarding businesses with 501 employees and above to be assessed a business license fee of $400. Hold a public meeting at the October 8 COW allowing comments regarding the increase. Businesses will receive announcement of the fee increase with receipt of annual renewal notifications sent via mail in December. Businesses have until January to pay the fee and are not assessed a penalty for late payment until February. A question was raised regarding home occupations and limousine services possibly taking advantage of this classification. Rhonda Berry requested general vicinity and/or address information of suspected properties so that Code Enforcement can follow -up on concerns. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 8 COW. B. Resolution Ordering the Cancellation of Outstanding, Unredeemed Finance Clairns/Payroll Checks, Municipal Court Checks and Foster Golf Gift Certificates Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which will be reported to Washington State in 2007. This year's cancellations total $5,745.43. All cancellations will be returned to the appropriate City funds with the exception of golf course gift Finance Safety Committee Minutes October 1, 2007— Paae 2 certificates which will be remitted to the Washington State Department of Revenue Unclaimed Property Section. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 8 COW. C. Resolution Dissolving Changes and Pettv Cash Funds Staff is seeking approval of a resolution which will eliminate two existing petty cash funds in the City; the Municipal Court Petty Cash Fund and the DCD Change Fund. Elimination of the Court fund is based on its use as a witness fund which is now processed through the City's accounts payable service. The DCD fund, traditionally used as a change fund for permit payments, is no longer needed since permit payments are made at City Hall. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 8 COW. D. Resolution Regarding Annual Write -Off for Accounts Receivable Staff is seeking approval of an annual resolution to write -off account receivables deemed uncollectible. This year's annual account receivable write -off totals $14,884.34. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 8 COW. E. Police Activity Renorting Staff provided a detailed explanation of the statistical report submitted as part of the Committee Agenda packet. Committee Chair Haggerton commented that this information was appropriately provided as per his request and is a good start for police activity reporting based on our current abilities. However, Councilmember Robertson stated that the information was still not addressing his concerns. Specifically, Dennis is seeking the ability to see police activity in residential areas without combining city-wide statistics across commercial/business and residential areas. Additionally, he would like to be able to view call categories that would be of more interest to residential community members i.e.: disturbances, civil problems, family and juvenile issues, etc. Having access to this type of information on a quarterly basis would assist in addressing local neighborhood issues or at least provide an avenue of information to relating to neighborhood concerns. The Committee concurred in this interest to relate to neighborhood activity. Unfortunately, staff reported that the current analytical tools utilized by the Police Department are not supportive of the regular extraction of such information. Staff provided detailed information regarding an automated law enforcement reporting and statistical software product which would extrapolate the neighborhood activity information being sought. This tool can be utilized by the public through the City's website and would provide enhanced analytical tools for the Police Department. Kimberly shared her support of the product based on her meeting with Trina and demonstration of the reports it can support. The Committee expressed support of consideration to secure such a product that will allow staff to provide more detailed police activity reporting. Committee Chair Haggerton will report out on this issue at the October 8 COW and elicit discussion to work towards the support for the purchase of such an analysis tool. Chair Haggerton requested Trina's attendance at the October 8 COW in the event full Council has questions regarding this type of reporting product. DISCUSSION. III. ANNOUNCEMENTS No announcements. N. MISCELLANEOUS Dennis expressed his desire for Council to look at and participate in the budget from a higher level. After receiving budget highlights, he would like the Council to have the ability to become involved in the budget process early enough to allow for discussions of meaningful change as well as consideration of budgetary impacts over a five -year period. Ideally, Council should be looking at the budget from a broad