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Home My WebLink AboutFS 2009-09-22 Item 2B - Resolution - Cancellation of Outstanding ClaimsCity of Tukwila INFORMATIONAL MEMORANDUM TO Mayor Haggerton Finance Safety Committee FROM Shawn Hunstock, Finance Direct() Finance Department DATE. September 17, 2009 ISSUE BACKGROUND DISCUSSION Jim Haggerton, Mayor SUBJECT 2009 Reporting and Remittance of Abandoned Property to the WA State Department of Revenue Unclaimed Property Section Annual write -off of outstanding and unredeemed General Fund accounts payable claims and payroll checks, Municipal Court checks, and Foster Golf Course gift cards 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 Unclaimed restitution is submitted to the County Treasurer who is required to report and send the funds to the State Treasurer for the Crime Victims Fund each month. The dormancy or abandonment period of all accounts payable claims and payroll checks is one year Municipal Court checks have an abandonment period of two years, and gift cards have an abandonment period of three years Current Finance Department policy dictates that all abandoned or unclaimed property be reported and remitted annually to the Washington State Department of Revenue Unclaimed Property Section through the Council approved resolution process The advantages to the City for remitting the funds annually to the Department of Revenue are as follows Property remitted by the City is indemnified The City is no longer responsible for the tracking of funds There is little -to -no research or contact with claimants by the City as this is now maintained through the Department of Revenue The annual proposed resolution totaling $4,602 33 reflects amounts deemed as abandoned or unclaimed property For the 2009 unclaimed property report year, remittance of abandoned General Fund Accounts Payable claims checks total $1,348 59, payroll checks total $196 01, and Municipal Court checks total $195 51 Additionally, Foster Golf Course unclaimed gift cards total $2,862 22. INFORMATIONAL MEMO Page 2 To the extent possible, those individual property owners with unclaimed accounts payable claims, payroll, and /or Municipal Court checks of $50 00 or more, 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 Unlike Accounts Payable claims, payroll and Municipal Court checks, property owners of Foster Golf Course gift cards cannot be located and the process of serving due diligence notification is, therefore, omitted RECOMMENDATION The attached proposed resolution and its attachments will authorize the annual cancellation of unclaimed General Fund accounts payable claims /payroll checks, Municipal Court checks, and Foster Golf Course gift cards By way of this informational memo being presented to members of the Finance Safety Committee this day, please forward as follows Committee of the Whole Meeting scheduled for September 28, 2009 Regular Council Meeting scheduled for October 5, 2009 ATTACHMENTS Proposed Draft Resolution 2009 Attachment "A" to Resolution 2009 Unclaimed Property Summary Detail Report H:\Lily's General Working Folder\Unclaimed Property 20091InfoMemo.doc A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL CHECKS, MUNICIPAL COURT CHECKS, AND FOSTER GOLF GIFT CARDS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting year 2009, requires a one -year dormancy period for outstanding General Fund claims and payroll checks, a two -year dormancy period for municipal court checks, and a three -year dormancy period for gift cards; and WHEREAS, the City Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed General Fund claims and payroll checks, municipal court checks, and Foster Golf gift cards, 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, 2008, municipal court checks issued prior to July 1, 2007, and Foster Golf gift cards issued prior to July 1, 2006; 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 claims and payroll checks, municipal court checks, and Foster Golf gift cards, as detailed on Attachment A and the unclaimed property summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 2009 ATTEST/ AUTHENTICATED• Christy O'Flaherty CMC, City Clerk APPROVED AS TO FORM BY Office of the City Attorney Attachments: Attachment A, Washington State Department of Revenue 2009 Unclaimed Property Reporting (1 page) 2009 Unclaimed Property Summary Detail Report (3 pages) W: Word Processing Resolutions \Outs Warrants 2009.doc LJ:kn 9/17/2009 DRAFT Joan Hernandez, Council President Filed with the City Clerk: Passed by the City Council. Resolution Number Page 1 of 1 ID NUMBER 000 General Fund Claims Various #324673 324918 335138 335627 338285 339516 Attachment "A" WA State Department of Revenue 2009 Unclaimed Property Reporting DATE Various 07/03/06 07/17/06 11/05/07 12/03/07 04/07/08 06/02/08 Payroll 513890 07/20/07 514273 09/05/07 514295 09/05/07 Municipal Various Various Court 12274 09/20/06 12281 10/04/06 411 Foster Golf Course Gift Cards Various Various VENDOR Aggregate- Various (Claims Checks under $50) Wendy I. Jans Fish Gallery Pets David Patton Kevin L. Johnson Kevin L. Johnson Kevin L. Johnson Total Claims Checks Brian Allen Michelle Bennett Joseph Larsen Total Payroll Checks Aggregate- Various (Court Checks under $50) Normandy Court Apts. Braulio Navarrete Chavero Total Municipal Court Checks General Fund Grand Total All Checks. 103 qty miscellaneous gift cards 411 Fund Total. AMOUNT $165 00 193.20 54.38 100 00 276.25 306.25 253.51 $1,348.59 $19 14 59.21 117 66 $196 01 $20.51 100 00 75 00 $195 51 $1 74011 $2,862.22 $2,862 22 GRAND TOTAL. $4,602.33 324918 334209 334617 334745 334755 334893 335071 335138 335627 336136 336238 337651 338285 338812 338854 338946 339516 07/17/06 10/01/07 10/15/07 10/15/07 10/15/07 10/22/07 11/05/07 11/05/07 12/03/07 12/24/07 12/24/07 03/03/08 04/07/08 05/05/08 05/05/08 05/05/08 06/02/08 Treasurer's Checks. No outstanding treasurer's checks to report for 2009 Unclaimed Property filing year Total Treasurer's Checks: Claims Checks General 000 Fund. Check No. Date #324673 07/03/06 Property Owner: Wendy 1 Jans Fish Gallery Pets Penny Brooks Shakeel Khalid Jay Singh Mikhail Stepanov Arturo Gonzalez Loyola Sheilon Hood David Patton Kevin L. Johnson A. Baker Joseph K. Nkunzi Mitsue K. Schilling Kevin L. Johnson Jennifer Belonis Lisa Cooper Gregory Lane Kevin L. Johnson Total General Fund Claims Checks. 2009 Unclaimed Property Summary Detail Report Total All Claims Checks: Description. Instructional Svcs.- Community Center Vendor Invoice #834241 06/30/06 Refund Comm. Cntr Adult Fitness Class Juror Fee Juror Fee Juror Fee Juror Fee Juror Fee Refund Comm. Center Damage Deposit Instructional Svcs.- Community Center Juror Fee Juror Fee Refund Comm. Center Damage Deposit Instructional Svcs.- Community Center Juror Fee Juror Fee Juror Fee Instructional Svcs.-Community Center $0 00 1 All Code CK04 0 00 0.00 $193.20 1 54.38 40 00 10 00 10 00 10 00 10 00 10 00 100 00 276.25 10 00 10 00 25 00 306.25 10 00 10 00 10 00 253.51 $1,348.59 $1,348.59 General Fund All Code. CK06 lej 09/17/2009 3:31 PM Payroll Claims. Check No. #513890 514273 514295 Date 07/20/07 09/05/07 09/05/07 Municipal Court Checks. Check No. Date #12250 08/10/06 12264 08/25/06 12274 09/20/06 12281 10/04/06 12282 10/05/06 12295 10/31/06 12340 12/29/06 12341 12/29/06 12343 12/29/06 Golf Course Gift Cards 411 Fund. Gift Card No. Date Various Various Total Payroll Claims: Property Owner: Brian Allen Michelle Bennett Joseph Larsen Property Owner: Nicholas Martin Reynolds Debra Webb -Davis Normandy Court Apts. Braulio Navarrete Chavero Kalla Canter Jeffery Scott Billadeau Melissa Tuani Lonzell R. Hill, II Leyton Alexander Jr Total Municipal Court Checks: 103 qty miscellaneous gift cards (All variously named unknown property owners) Total Golf Course Gift Cards 411 Fund: Description. 07/15/2007 Payroll 08/31/2007 Payroll 08/31/2007 Payroll Description. Overpayment Court Fee Bail Refund Restitution Bail Refund Overpayment Court Fee Overpayment Court Fee Overpayment Court Fee Overpayment Court Fee Overpayment Court Fee 2009 Report Year Summary: Total Claims/Payroll, all other Municipal Court Checks and Golf Gift Cards: Municipal Court Restitution, Check #12274, remittance to be sent to County Treasurer Grand Total to be Reported and Remitted to State. 2009 Unclaimed Property Summary Report Page 2 $19 14 59.21 117 66 $196.01 All Code. CK06 General Fund $5 00 All General Fund 1.50 All Code: MS16 100.00 (To be sent to County Treasurer) 75 00 1 00 001 10 00 2.00 1 00 $195.51 $2,862.22 $2,862.22 $4,502.33 100 00 $4,602.331 411 Fund All Code: MS12 lej 09/17/2009 3:31 PM ID Number General Fund: Claims Payroll Municipal Court #324673 324918 335138 335627 338285 339516 #513890 514273 514295 Date Various 07/03/06 07/17/06 11/05/07 12/03/07 04/07/08 06/02/08 07/20/07 09/05/07 09/05/07 #12250 08/10/06 12264 08/25/06 12274 09/20/06 12281 10/04/06 12282 10/05/06 12295 10/31/06 12340 12/29/06 12341 12/29/06 12343 12/29/06 Vendor Aggregates- Various (under $50) Wendy I Jans Fish Gallery Pets David Patton Kevin L. Johnson Kevin L. Johnson Kevin L. Johnson Brian Allen Michelle Bennett Joseph Larsen Nicholas Martin Reynolds Debra Webb -Davis Normandy Court Apts. Braulio Navarrete Chavero Kalla Canter Jeffery Scott Billadeau Melissa Tuani Lonzell R. Hill II Leyton Alexander Jr 07/15/2007 Payroll 08/31/2007 Payroll 08/31/2007 Payroll Overpayment Bail Refund Restitution Bail Refund Overpayment Overpayment Overpayment Overpayment Overpayment Total General Fund All Instructional Svcs.- Community Center Vendor Invoice #834241 06/30/06 Refund Comm. Center Damage Deposit Instructional Svcs.- Community Center Instructional Svcs. Community Center Instructional Svcs.- Community Center Total Claims Total Payroll Court Fee Court Fee Court Fee Court Fee Court Fee Court Fee Total Municipal Court 2009 Unclaimed Property Summary Report Page 3 Amount $165 00 193.20 54 38 100 00 276.25 306.25 253.51 $1 348.59 $19 14 59.21 117 66 $196.01 $5 00 1 50 100.00 75 00 1 00 001 10 00 2.00 1 00 $195.51 $1,740.11 lej 09/17/2009 3.31 PM