The URL can be used to link to this page

Home My WebLink AboutCOW 2007-10-08 Item 3C - Resolution - Dissolve Change and Petty Cash FundsCAS NUMBER: 07-115 MTG. DATE 1 10/8/07 1 MTG. DATE 10/8/07 Meeting Date Prepared by Mayor's {eview 10/08/07 KAF 1 ,AA-0 1 7/1 10/15/07 KAF II 1 ITEM INFORMATION COUNCIL AGENDA SYNOPSIS Initials ell review RECORD OF COUNCIL ACTION ORIGINAL AGENDA DATE: OCTOBER 8, 2007 ITEM NO. 3.C. AGENDA ITEM TITLE A Resolution dissolving the 6300 Building (DCD) Change Fund and the Municipal Court Petty Cash Fund. CATEGORY Discussion Motion Resolution n Ordinance n Bid Award Public Hearing Other Mtg Date 10/8/07 Kits Date Mtg Date 10/15/07 Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor Adrn Svcs DCD Finance Fire Legal Pe:R Police PW/ SPONSOR'S Municipal Court staff have requested consideration of discontinuing the long- standing SUMMARY practice of paying witness fees in cash from a $500 petty cash fund. From an internal control perspective, it is more appropriate to pay the fees via a check processed through the accounts payable system. Additionally the 6300 Building Change Fund has not been utilized by DCD permit center staff and has been determined to be unnecessary. The recommendation is to dissolve both petty cash funds. REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte Utihttes Cmte Arts Comm. Parks Comm. n Planning Comm. DA 1'E: October 1, 2007 RECOMMENDATIONS: SPONSOR /ADMIN. Forward to Council for final review and adoption. COMMIT TEE Unanimous Approval; Forward to Committee of the Whole COST IMPACT FUND SOURCE EXPENDI'T'URE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0 $0 $0 Fund Source: N/A Comments: None ATTACHMENTS Informational Memorandum dated 10/1/07 Resolution in draft form Staff e-mail Resolution 1582 passed 7/5/05 establishing the 6300 Building (DCD) $100 Change Fund and the Municipal Court $500 Petty Cash Fund Minutes from the Finance Safety Committee Meeting of 10/1/07 October 1, 2007 To: From: Subject: Attachments Lej/ City of Tukwila Department of Finance Kevin A. Fuhrer, Finance Director Mayor Steve Mullet Finance Safety Committee General Fund (000): 6300 Building (DCD) Change Fund (1) Municipal Court Petty Cash Fund (2) General Fund Total MEMORANDUM Kevin Fuhrer, Finance Director Finance Department Proposed Dissolutions of Change and Petty Cash Funds and Repeal of Resolution No. 1582 The attached proposed resolution will dissolve the 6300 Building (DCD) Change Fund and the Municipal Court Petty Cash/Witness Fee Fund levels as follows: 100.00 500.00 600.00 (1) As per the Permit Coordinator's request on 09/20/2007, it is the Department of Community Development's desire to establish the future acceptance of debit/credit cards from permit applicants as a form of payment for permit fees which would eliminate the need for a change fund and its use. Therefore, the dissolve of the 6300 Building (DCD) change fund is appropriate at this time. (2) As per the Court Administrator's request on 08/24/2007, it is the Municipal Court's desire to discontinue the practice of disbursing witness fees in cash from an imprest fund. The proposed processing of future witness fees will be for the Court and its designated staff to request the issuance of claims checks through the Finance Department's accounts payable system. Once the City approves to dissolve the 6300 Building (DCD) change fund and the Municipal Court's petty cash /witness fee fund through the repeal of Resolution No. 1582 —these will be replenished to their current levels, verified and returned to the General Fund cash balance sheet accounts, respectively. 6200 Southcenter Boulevard Tukwila, Washington 98188 -2544 Phone: (206) 433 -1838 Fax: (206) 433 -1833 Email: kfuhrer@cLtukwila.wa.us DRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CI I Y OF TUKWILA, WASHINGTON, DISSOLVING THE 6300 BUILDING (DCD) CHANGE FUND AND THE MUNICIPAL COURT PETTY CASH FUND; AND REPEALING RESOLUTION NO. 1582. WHEREAS, the Tukwila City Council previously established Change Funds and Petty Cash Fund levels, most recently by Resolution No. 1582 passed July 5, 2005; and WHEREAS, there is consensus to dissolve the 6300 building (DCD) change fund of $100.00, which is no longer required for operations; and WHEREAS, there is consensus to dissolve the Municipal Court petty cash fund of $500.00, which is no longer required for operations; 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 Water Fund 000 I 100.00 Munidpal Court 1 General Fund 000 1 150.00 Parks and Recreation 1 General Fund 000 1 300.00 Golf Course I Foster Golf Course Fund 411 I 1,200.00 (or less as needed) Section 2. The Petty Cash Fund levels are hereby set as follows: Finance Department 1 General Fund 000 800.00 Police Investigation /Tukwila 'General Fund 000 5,000.00 I Fire Department 1 General Fund 000 350.00 Parks and Recreation General Fund 000 500.00 1 Public Works Div II 1 General Fund 000 350.00 Public Works Div. I 1 General Fund 000 200.00 Section 3. Resolution No. 1582 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE C,11 Y OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2007. ATTEST /AUTI3ENTICATEU: Jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM: By: Office of the City Attorney Verna Griffin, Council President Filed with the City Clerk Passed by the City Council Resolution Numbo*_ C \Documents and Settings \All Users \D'ktop \Kelly \MSDATA Resolutions \1382 Change Fund.doc LJ:KSN 10/3/2007 Page 1 of 1 Lily Ate Cash Fund From: Brenda Holt To: Lily Jue Date: 09/20/2007 12 :22 PM Subject: Cash Fund rage 1 ot 1 Lily, The Permit Center is working on implementing a debit/credit process, therefore will not be needing the cash fund that was set aside for the Permit Center. Thanks Brenda file: /C:\Documents and Settings■Lily\Local S Temp\ XPgrpwise\ 46F26608tuk- mailCity- PO 09/20/200i ,mess Fee Payment Processing. From: Trish Kinlow To: Haunt, David Date: 08/24/2007 3:08 pm Subject: Witness Fee Payment Processing. CC: Bell, Amy Hi David. Thank you for working with me on this issue. LaTricia Kinlow Court Administrator Tukwila Municipal Court (206) 433-7185 As we discussed a few weeks ago, I am concerned with witnesses being paid from a cash fund housed at the Court. I would like to discontinue the practice of paying witness fees in cash from an imprest account. I think it is in the best interest of the Court if we begin processing witness fees in the same manner jury fees are paid: check processed through accounts payable. To accommodate this, the first item if business is to get the witness fee imprest fund deposited with the City (this is your area of expertise just let me know what I need to do). I drafted the attached procedure for the Courts use. Please review it and feel free to make any changes you deem necessary in order for this to be a process both Departments can follow. As soon as your team is on board, let me know and I will bring the $100.00 over to whomever you select to receive it. 1-a _ge .i doc WITNESS FEES In an effort to keep with the State's requirement for internal controls when it comes to accounting functions, witness fees will be processed through accounts payable in the same manner as juror fees. To accommodate this effort, the procedure to pay the $10.00 witness fee will be as follows: Court will issue the subpoena to the witness; Witness will appear for the hearing; The Prosecutor will sign the subpoena form to substantiate the appearance of the witness by signing off on the form; The Witness will bring the form to the Court counter; Court will verify witness address when they come to counter. Witness is to initial next to the address listed on the subpoena indicating it is their current address. If the address has changed, the new address is to be written next to the incorrect address and then initialed by the witness. Inform witness payment should be processed in approximately 10 business days; Forward to Lead Clerk or Court Administrator for payment authorization; Lead Clerk or Court Administrator will sign -off and date at the bottom of the form; Make a copy for the Court's account record; Lead Clerk or Court Administrator will submit request to pay witness fee supported by a completed subpoena form to Accounts Payable Section for processing; ATTEST AUTHENTICA: [JD: J LC (1 LL 1 Cantu, CMC, City Clerk By Office- efe Ci A#tomay Change Fund 6/24/05 Finance Department 1 Municipal Court 1 Parks and Recreation 1 6300 Building (DCD) Golf Course Page 1 of 1 C it v of Tuk.iia Washington Resolution No. 1. g Section 1. The Change Fund levels are hereby set as follows: [Water Fund 'General Fund 1 General Fund 1 General Fund Section Z. The Petty Cash Fund levels are hereby set as follows: Finance Department 1 General Fund Police Investigation /Tukwila 1 General Fund Fire Department 1 General Fund 1 Parks and Recreation 'General Fund Public Works Div. II 1 General Fund Municipal Court 1 General Fund 1 Public Works Div. I 1 General Fund A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF TUKWILA, WASHINGTON, DELETING THE VNET PETTY CASH AND POLICE INVESTIGATION FUNDS, AND REPEALING RESOLUTION NO. 1555. WHEREAS, the Tukwila City Council previously established Change Funds and Petty Cash Fund levels, most recently by Resolution No. 1555; and WHEREAS, the VNET fiscal agent duties will,transfer from the City of Tukwila to the City of Auburn effective July 1, 2005; NOW, THEREFORE, THE CITY COUNCIL OF THE III Y OF TUICWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: 000 1 000 1 000 1 000 1 100.00 150.00 300.00 100.00 !Foster Golf Course Fund 411 1 1,200.00 (or less as needed) 000 800.00 000 1 5,000.00 000 1 350.00 000 1 500.00 000 1 350.00 000 1 500.00 000 1 200.00 Section 3. Resolution No. 1555 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY DF TUKWILA, WASHINGTON, at a Regular Meeting thereof this 5 t day of C k'i,( D_ t Y 2005. U Pamela Linder, Council President Filed with the City Clerk O(.c 05 Passed by the City Council LY7. Clf3. (Y Resolution Number 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 Petty 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 Reporting 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, Councihnember 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. M. ANNOUNCEMENTS No announcements. W. 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