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Home My WebLink AboutCOW 2010-09-13 Item 4E - Resolution - 2010 Cancellation of Unclaimed PropertyCAS NUMBER: 10-102 COUNCIL AGNIVDA SYNOPSIS Inztza Mayor' "ezv Meeting Date Prepared by 1 09/13/10 SH 09/20/10 SH ITEM INFORMATION Diner/ review A 1 ORIGINAL AGEND DXI'I". SEPTEMBER 13, 2010 ITEM NO. Ac;I•.ND,\ I"I•I.ni Trt•I,I•, A resolution authorizing the cancellation of abandoned or unclaimed property for 2010. II GORY Discussion Motion Resolution n Ordinance 1 1 Bid A yard Public Hearin; her Mtg Date 09/13/10 Mtg Date Mtg Date 09/20/10 Alts Date A Itg Date Al/,g Da/' SPONSOR 1 Cout 1 Mayor Adm Svcs 1 1 DCD Finance 1 1 Fire Legal n P &R 1 1 Police 1 1 PIi%' SPONSOR'S The resolution authorizes the cancellation of abandoned funds (unclaimed property). The SUMMARY unclaimed property will be reported and remitted to the Dept. of Revenue Unclaimed Property Section, and made available to the responsible party through the State. This is an annual process authorizing remittance of unclaimed property to the State. The Council is being asked to approve the resolution for cancellation of unclaimed oronertv. RL IIi BY COW Mtg. CA &P Cmte F &S Cmte n Utilities Cmte I Arts Comm. Parks Comm. DATE: 9/08/10 RECOMMENDATIONS: SPONSOR /ADMIN Finance Department COMMITTE.E Unanimous Approval; Forward to C.O.W. COST IMPACT FUND SOURCE EXPI• :NDI•I'URIi RI QUIRIiD AMOUNT BUDGETED APPROPRIATION REQUIRED Fund Source: Comments: MTG. DATE 09/13/10 09/20/10 MTG. DATE 09/13/10 09/20/10 RECORD OF COUNCIL ACTION ATTACHMENTS Informational Memorandum dated 08/24/10 Resolution in Draft Form Attachment A DOR Unclaimed Property Reporting 2010 Unclaimed Property Summary Detail Report Minutes from Finance and Safety Committee meeting of 09/08/10 Transportation Cmte Planning Comm. A Itg Date 192 City of Tukwila INFORMATIONAL MEMORANDUM TO Mayor Haggerton Finance Safety Committee FROM Shawn Hunstock, Finance Director* Finance Department DATE August 24, 2010 SUBJECT: 2010 Reporting and Remittance of Abandoned Property to the WA State Department of Revenue Unclaimed Property Section ISSUE Jim Haggerton, Mayor Annual write -off of outstanding and unredeemed General Fund accounts payable claims and payroll checks, Municipal Court checks, and Foster Golf Course gift cards. 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. 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 DISCUSSION The annual proposed resolution totaling $6,845 70 reflects amounts deemed as abandoned or unclaimed property For the 2010 unclaimed property report year, remittance of abandoned General Fund Accounts Payable claims checks total $312 96, payroll checks total $191 64, and Municipal Court checks total $2,656 84. Additionally, Foster Golf Course unclaimed gift cards total $3,684 26. 193 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 13, 2010 Regular Council Meeting scheduled for September 20, 2010 ATTACHMENTS Proposed Draft Resolution 2010 Attachment "A" to Resolution 2010 Unclaimed Property Summary Detail Report 1 9 4 W 11 UserslLilylLily's General Working Folder1Unclaimed Property 201012010 InfoMemo.doc Christy O'Flaherty, CIVIC, City Clerk APPROVED AS TO FORM BY: Office of the City Attorney W Word Processing \Outstanding Claims 2010.doc LJ:mrh 8/31/2010 DRAFT 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 and remittance year 2010, 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, 2009, municipal court checks issued prior to July 1, 2008, and Foster Golf gift cards issued prior to July 1, 2007; 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 2010 ATTEST/ AUTHENTICATED: Dennis Robertson, Council President Filed with the City Clerk: Passed by the City Council. Resolution Number Attachments: Attachment A, Washington State Department of Revenue 2010 Unclaimed Property Reporting (1 page) 2010 Unclaimed Property Summary Detail Report (3 pages) Page 1 of 1 195 196 Attachment "A" WA State Department of Revenue 2010 Unclaimed Property Reporting ID NUMBER DATE VENDOR AMOUNT 000 General Fund Claims Various Various Aggregate- Various (Claims Checks under $50) $227.67 #341526 09/02/08 Ronald J. Peterson 85.29 Payroll Various Various 517874 11/20/08 517948 11/20/08 Total Claims Checks $312 96 Aggregate- Various (Payroll Checks under $50) Caitlin Legate Tukwila Children's Foundation $69.04 60.60 62.00 Total Payroll Checks $191 64 Municipal Various Various Aggregate- Various (Court Checks under $50) $62.15 Court 12455 07/19/07 Ryan Scott Howard 120.00 13000 10/19/07 Rebecca L. Johnson 100.00 13068 02/01/08 Juana Sanchez Sanchez 600 00 13102 02/28/08 Kelly Vega 500 00 13138 04/11/08 Alliance One Inc. 174.69 13145 04/22/08 Ashleigh Martinez 1,100.00 Total Municipal Court Checks $2, 656 84 General Fund Grand Total All Checks: $3,161 44 411 Foster Golf Course Gift Cards Various Various 106 qty. miscellaneous gift cards $3,684.26 411 Fund Total: $3,684 26 GRAND TOTAL: $6,845.70 Report and remittance summary Total Claims /Payroll, all other Municipal Court Checks Golf Gift Cards to WA State DOR Municipal Court Restitution, Check Nos 12455 13000, remittance to County Treasurer Grand Total to be Reported Remitted to WA State DOR/County Treasurer: $6,625 70 220 00 $6, 845.70 197 198 Treasurer's Checks: No outstanding treasurers checks to report for 2010 Unclaimed Property filing year Total Treasurer's Checks: Claims Checks General 000 Fund: Property Owner: Check No. Date #340371 07/07/08 340975 08/04/08 341526 09/02/08 341803 09/15/08 342470 10/20/08 342483 10/20/08 342512 10/20/08 343034 11/17/08 343069 11/17/08 343091 11/17/08 343162 11/17/08 343235 11/17/08 343919 12/22/08 344850 02/17/09 344940 02/17/09 345492 03/16/09 345710 03/23/09 346216 04/20/09 346300 04/20/09 347150 06/15/09 347316 06/15/09 347322 06/15/09 Abbulkadr H. Salad Dedriq Trinide Ronald J Peterson John Mann Danthony Gatewood Quiniele L. Hempstead Destiny King Michael Davis Michael K. Howard Rachel Kirk Derek Shoaf Kefyalew Yifru Maria Mejia Martinez Kadra Ali Rachel Kirk Angela Sanchez Justine Rosencrans Mario E. Pulido Montes Drew Wilcock Tony Crews Diane Swingler Olja Tepsa Total General Fund Claims Checks. 2010 Unclaimed Property Summary Detail Report Total All Claims Checks: Description: Witness Fee Tae Kwon Do Refund 2007 SCL Utility Tax Rebate Witness /Juror Fee Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Swim Lesson Refund Witness Fee Witness Fee Witness Fee Zumba Class Refund Witness Fee Witness Fee Witness Fee Witness Fee Swim Lesson Refund Witness Fee $0 00 All Code: CK04 0 00 0.00 $10.00 10 00 85.29 10 00 10.00 10 00 10.00 10.00 10.00 10.00 10 00 5 00 10 00 10.00 10 00 6 67 10 00 10 00 10.00 10.00 36.00 10 00 $312.96 $312.96 1 General Fund All Code: CK06 !ej 08/12/2010 4 :11 PM Payroll Claims: Check No. #516810 516851 517874 517948 Date 07/18/08 07/18/08 11/20/08 11/20/08 Municipal Court Checks: Check No. Date #12455 07/19/07 13000 10/19/07 13068 02/01/08 13102 02/28/08 13145 04/22/08 N/A 09/12/07 N/A 09/12/07 N/A 09/12/07 N/A 09/12/07 13138 04/11/08 13250 09/24/08 Golf Course Gift Cards 411 Fund: Gift Card No. Date Various Various Total Payroll Claims: Property Owner: Pierce Frandle Maxwell Villella Caitlin Legate Tukwila Children's Foundation Property Owner: Ryan Scott Howard Rebecca L. Johnson Juana Sanchez- Sanchez Kelly Vega Ashleigh Martinez Unknown Owner Unknown Owner Unknown Owner Unknown Owner Alliance One Inc. Signal Credit, Inc. Total Municipal Court Checks: Total Golf Course Gift Cards 411 Fund: Description: (All variously named unknown property owners) 07/15/2008 Payroll 07/15/2008 Payroll 11/15/2008 Payroll 11/15/2008 Payroll Description: Restitution Restitution Bail Refund Bail Refund Bail Refund Misc. Trust Misc. Trust Misc. Trust Misc. Trust Ref. #4391 (Case #IN0035354 TKP IT) Overpayment Court Fee (Ref. #4503) 106 qty miscellaneous gift cards (incl. 7 cards with "zero" balances) 2010 Report Year Summary: Total Claims/Payroll, all other Municipal Court Checks and Golf Gift Cards to WA State DOR: Municipal Court Restitution, Check Nos. 12455 13000, remittance to be sent to County Treasurer Grand Total to be Reported and Remitted to WA State DOR/County Treasurer: 2010 Unclaimed Property Summary Report Page 2 $46 61 22.43 60.60 62.00 $191.64 $120.00 100.00 600 00 500.00 1,100 00 2.00 45.00 0.50 5.00 174.69 9 65 $2, 656.84 $3,684.26 $3,684.26 $6,625 70 220.00 $6,845.70 All Code: CK06 General Fund (To be sent to County Treasurer) (To be sent to County Treasurer) All General Fund All Code: MS16 411 Fund All Code: MS12 lej 08/12/2010 4:12 PM Claims Payroll Municipal Court ID Number General Fund: Date Various #341526 09/02/08 #516810 07/18/08 516851 07/18/08 517874 11/20/08 517948 11/20/08 #12455 13000 13068 13102 13145 13138 Various 07/19/07 10/19/07 02/01/08 02/28/08 04/22/08 04/11/08 Vendor Aggregates- Various (under $50) Ronald J. Peterson 2007 SCL Utility Tax Rebate Pierce Frandle Maxwell Villella Caitlin Legate Tukwila Children's Foundation Juana Sanchez Sanchez Kelly Vega Ashleigh Martinez Alliance One Inc. 07/15/2008 Payroll 07/15/2008 Payroll 11/15/2008 Payroll 11/15/2008 Payroll Total General Fund All Total Claims Total Payroll Aggregates- Various (under $50) Ryan Scott Howard Restitution (To be sent to County Treas.) Rebecca L. Johnson Restitution (To be sent to County Treas.) Bail Refund Bail Refund Bail Refund Ref #4391 (Case #IN0035354 TKP IT) Total Municipal Court 2010 Unclaimed Property Summary Report Page 3 Amount $227 67 85.29 $312.96 $46 61 22.43 60.60 62 00 $191 64 $62.15 120.00 100.00 600.00 500.00 1,100.00 174 69 $2, 656.84 $3,161.44 lej 08/12/2010 4:12 PM FINANCE AND SAFETY COMMITTEE Meeting Minutes September 8, 2010 5:00 p.m.; Conference Room #3 City of Tukwila Finance and Safety Committee PRESENT Councilmembers: De' Sean Quinn, Chair; Allan Ekberg and Kathy Hougardy Staff: Shawn Hunstock, Peggy McCarthy, Don Lincoln, Lavern Peterson, Steve Lancaster and Kimberly Matej CALL TO ORDER: Chair Quinn called the meeting to order at 5:00 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Ordinance: False Alarm Fines Police Department staff is seeking Council approval of an ordinance that would amend the Tukwila Municipal Code regarding False Alarm Fines. Currently, two false alarms are allowed per calendar year at no charge. A third and any subsequent false alarms are charged at $25.00 per false alarm. The draft ordinance proposes the fine amount be raised to $75.00 per false alarm response. Assistant Chief Lincoln reported that the Police Department invoiced for 376 false alarms in 2009, at a cost of $25.00 per false alarm totaling $9,400. The increase to $75.00 would have resulted in an invoiced amount of $28,200. In response to this information, Committee Chair Quinn requested that the number of false alarm invoices be provided for the past five years so that the Committee can view the false alarm call history. The Committee expressed an interest in exploring this item further and considering different fines assessments including, but not limited to: alarm permitting, residential versus non residential and graduated fines. Assistant Chief Lincoln briefly discussed the false fines in surrounding jurisdictions, and the Committee requested a presentation of false alarm fine comparisons to other jurisdictions. After discussion, Committee members requested this item return to Committee with additional alternatives to assess false alarm fees as discussed above. Staff confirmed there is no significant time frame in which this item needs to be considered. RETURN TO A FUTURE FINANCE AND SAFETY COMMITTEE MEETING. B. Resolution: Cancellation of Past Due Outstanding Warrants Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which will be reported to the Washington State Department of Revenue by November 1, 2010. This includes the cancellation of outstanding General Fund Claims and Payroll Checks, Municipal Court Checks and Foster Golf Gift Cards. This year's cancellations total $6,845.70. All cancellations will be remitted to the Washington State Department of Revenue Unclaimed Property Section. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 13 COW. C. Recommendation for Use of City Property As an information only item, staff is briefing the Committee on a draft resolution which supports use of the building located at 14475 59 Avenue South (most recently utilized as the Tukwila Library) by the Tukwila Historical Society for the storage and display of collections and other appropriate artifacts as related to Tukwila's history. This item was forwarded with unanimous approval by the Community 202 Affairs Parks Committee to the September 13 COW for discussion.