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Home My WebLink AboutReg 2003-10-20 Item 8D - Resolution - Cancellation of Outstanding Municipal Warrants, Checks, Credit Balances and Gift CertificatesCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by 1 Mayor's review 1 Council review 1 10/20/03 ARD 1 ha.L/•- 1 1 CAS Number: 03-136 I Original Agenda Date: 10/20/03 Agenda Item Title: Resolution for Annual write off of outstanding warrants, checks, credit balances and gift certificates. I Original Sponsor: Council Admin. X I Timeline: Approve at October 20, 2003 Regular Meeting Sponsor's Summary: Annual write off. See Attached Report Recommendations: Sponsor: Approve as submitted Committee: Finance Safety Committee agreed to move forward at October 6, 2003 meeting. Administration: Same as sponsor I Cost Impact (if known): CANCEL WARRENPS CHECKS I Fund Source (if known): See Attached Meeting Date 10/20/03 Meeting Date EP. AL., IN THE AMP. OF $5,066.34 Action Attachments 10/20/03 I Staff report dated October 1, 2003 I Minutes from the October 6, 2003 Finance Safety Committee meeting Resolution. Final format. ITEM No. To: Mayor Steven M. Mullet From: Alan R. Doerschel, Finance Director L!`,,//�� 0 Date: October 1, 2003 Subject: Annual Write -Off of Outstanding Warrants, Checks, Credit Balances and Gift Certificates The attached proposed resolution will write off a total of $5,066.34. General Fund: Municipal Court Items Community Center Credit Balance Warrants /Checks Cancel General Subtotal Sewer Fund: Warrant Canceled 12.37 Golf Course: Gift Certificates Canceled Grand Total $2,033.00 100.00 1,351.97 $3,484.97 1,569.00 $5,066.34 Once the City cancels these outstanding items, the amounts will be returned to the General and Sewer Utility funds respectively. Finance and Safety Committee October 6, 2003 Present: Joe Duffle, Chair; Jim Haggerton, Richard Simpson Alan Doerschel, Rhonda Berry, Lucy Lauterbach 1. Refinancing 1994 Bond Issue In 1994 the City issued bonds for building a new community center and fire station. The committee considered a new bond to replace those older bonds at a lesser rate that will save the City money. This was not done with the other recent bond to avoid a limit for the bonding. A chart showed savings of about $26,000 each year until the bonds mature in 2014. This will be handled in the same manner as the recent bond, with the final interest numbers being added on the night of the Council meeting the bond is on the agenda.. Recommend bond to COW. 2. Cancellation of Accounts Receivable Each year the City gives up on collecting some revenues owed it because neither the city nor the collection agency is able to get the funds. The largest bill is owed by Loews Theater, which went bankrupt. Another large fee was from David L. Wilson, who damaged city property (sewer facility) and is not able to pay the cost. Alan said the $18,974 amount is about what is has always been. Recommend issue to COW. 3. Write Off of Warrants. Checks and Gift Certificates Just as the City is owed some monies it cannot collect, so do some people not cash city certificates or small checks. The largest credit balances come from the court, and golf course certificates are also often unused. After understanding how that happens, the committee recommended the resolution. Recommend resolution to COW. 4. Witness Fee Increase Because the current level of funding witnesses is $200 every two week period, it is often not enough, and court personnel have to come to Finance for more funding. By raising the amount to $500, it should allow the court to pay witness vouchers as they get them. Alan will need to do a budget amendment. Recommend increase in revolving fund to COW. 5. 2003 Budget Amendment Alan went through the items in the budget amendment. They have all but one been to Council before. On the revenue side, a grant for Foster playground came in, and in the spring some summer help was hired to help clean the parks. There was a large payoff of unused vacation/sick leave for John McFarland who was a PERS 1 employee. Extra funds for ACC and for the DC lobby firm of Michelle Guigere who was re -hired after the first of the year added costs. Funds were added to demolish the burned house on Poverty Hill (the money will be put as a lien against the house). We got money from six cities for V -Net, as we are the financial city for that fund now. The proceeds and expenditures from the bond recently passed are included, as are costs for the new bond being considered now. Recommend ordinance to COW. 6. Lodging Tax Advisory Board Two new members are being added to the LTAB, bringing the number on the Board to 9. Alan said the new members should be good additions: one is from the Doubletree and one from Starfire, so a contributor and beneficiary balance one another. An ordinance will be needed to make the formal change. Recommend issue to COW. ..0 Committee chair approval A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ORDERING THE CANCELLATION OF OUTSTANDING MUNICIPAL WARRANTS, CHECKS, CREDIT BALANCES, AND GIFT CERTIFICATES. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting year 2003 requires a two-year dormancy period of outstanding warrants, checks, credit balances, and gift certificates ending June 30, 2001; and WHEREAS, RCW 39.56.040 requires municipal warrants not presented one year of their issue date be canceled by passage of a resolution; and WHEREAS, the City Finance Department has made all reasonable attempts to resolve the non collection of outstanding unredeemed warrants, checks, credit balances, and gift certificates; and WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding unclaimed warrants, checks and credit balances issued prior to July 1, 2002, and gift certificates issued prior to July 1, 2001; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: The Tukwila City Council declares the cancellation of warrants, checks, credit balances, and gift certificates, as detailed on Attachment A. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2003. ATTEST /AUTHENTICATED: Office of the City Attorney OvfT WARRANTS 2003.000 City of Tukwila Washington Resolution No. Pam Carter, Council President jane E. Cantu, CMC, City Clerk APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: ID NUMBER DATE 000 General Fund Various Various 12118 12/27/00 229334 07/02/01 231215 09/17/01 10894 09/25/01 1400 10/08/01 10911 10/11/01 10924 10/26/01 10974 01/11/02 12960 02/04/02 11035 03/08/02 1260 03/18/02 11063 04/29/02 11082 05/24/02 402 Sewer Utility Fund 12696 09/20/01 Attachment "A" u nR v gift)** VENDOR AMOUNT Aggregate- Various (under $50) Green River Construction Intl Conf of Bldg Officials Peter N. Taylor Jack L. Llewelyn Eschelon Telecom, Inc. Chea Choy Phuoc Dai Ho Letia M. Mitchell Dept. of Social Health Services (Division of Child Care Early Learning) Jason English Dorothy Plueger Jesus A. Camacho Korina Tones Salgado General Fund Total: $280.07 $525.00 $60.00 $526.90 $350.00 $50.00 $260.00 $50.00 $153.00 $100.00 $560.00 $50.00 $210.00 $310.00 $3,484.97 Estate of George Thornton $12.37 411 Foster Golf Course Seventy one (71) miscellaneous gift certificates $1,569.00 GRAND TOTAL: $5,066.34