HomeMy WebLinkAboutReg 2014-05-05 Item 4C - Resolution - Change Fund and Petty Cash Fund for Public Works / Parks and RecreationCOUNCIL AGENDA SYNOPSIS
Initials
MeetingDate
Prepared by review
Council review
05/05/14
[Mayor's
DJ C.
Petty Cash Fund
CXrLGORY Discussion
Alt Date
Motion
MtsDate
E Ordinance
Mts Date
— Bid Award
Mg Date
_ Public Hearin
MisDate
Other
Mt Date
g Resolution
Mg Date 5/5/14
SPONSOR Canna./ E Mayor FIR DCD Finance Fire IT P&R _ Police Pr
SPONSOR'S Resolution modifying the change fund and petty cash fund for Public Works and Parks and
SUMMARY Recreation.
Rkvioxl AD B ' COW Mtg. ] CA&P Cmte
Utilities Cmte Arts Comm.
DATE: 4/22/14
F&S Cmte
ITEM INFORMATION
ITEM No.
4.C.
1
STAFF SPONSOR: RICK STILL/BOB GIBERSON
ORIGINAL AGENDA DATE: 5/5/14
AGENDA iii Trnm; Departmental Change
Fund and
Petty Cash Fund
CXrLGORY Discussion
Alt Date
Motion
MtsDate
E Ordinance
Mts Date
— Bid Award
Mg Date
_ Public Hearin
MisDate
Other
Mt Date
g Resolution
Mg Date 5/5/14
SPONSOR Canna./ E Mayor FIR DCD Finance Fire IT P&R _ Police Pr
SPONSOR'S Resolution modifying the change fund and petty cash fund for Public Works and Parks and
SUMMARY Recreation.
Rkvioxl AD B ' COW Mtg. ] CA&P Cmte
Utilities Cmte Arts Comm.
DATE: 4/22/14
F&S Cmte
Transportation Cmte
Comm. Planning Comm.
CHAIR: SEAL
7 Parks
COMMITTEE
RECOMMENDATIONS:
SPONSOR/ADMIN.
CommITIEE
Parks and Recreation Department & Public Works Department
Unanimous approval; Forward to Consent Agenda
COST IMPACT / FUND SOURCE
ExpkNDITuRF: REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$ $
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
MTG. DATE
ATTACHMENTS
5/5/14
Informational Memorandum dated 4/3/14
Resolution
Minutes from the Finance and Safety Committee meeting of 4/22/14
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2
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Finance and Safety Committee
FROM: Bob Giberson, Public Works Director
Rick Still, Parks & Recreation Director
BY: Pat Brodin, Operations Manager
Dave Johnson, Recreation Superintendent
DATE: April 3, 2014
SUBJECT: A Resolution regarding department change and petty cash funds
ISSUE
Modifications for both Public Works and the Recreation Department change fund and
petty cash fund,
BACKGROUND
The petty cash needs at Mink ler Shops, George Long Shops, and the Community
Center are different now than they were prior to the implementation of the P-card
system for most of the City's purchasing. City Departments are working with Finance at
this time to review spending limits for potential modification as well. The petty cash fund
limits which have remained the same for years should also reflect the changes that fit
departmental needs.
DISCUSSION
The preferred changes have been analyzed at the staff level as follows:
• Parks & Rec Change Fund — Increase from $150.00 to $350.00
• Parks & Rec Petty Cash Fund — Decrease from $500.00 to $300.00
• PW Mink ler Operations Petty Cash — Increase from $200.00 to $350.00
• PW George Long Shops Petty Cash — Eliminate the petty cash fund..
RECOMMENDATION
The Committee is being asked to consider this item and forward the resolution to the
May 5, 2014 Regular Meeting Consent Agenda.
ATTACHMENT
Resolution in draft form
W:\2014 Info Memos-Council \ PettyCashTCC-PW.doc
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4
AST
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, INCREASING THE PARKS AND
RECREATION CHANGE FUND LEVEL AND REDUCING
THE PARKS AND RECREATION PETTY CASH FUND
LEVEL; INCREASING THE PUBLIC WORKS DIVISION I
PETTY CASH FUND LEVEL AND ELIMINATING THE
PUBLIC WORKS DIVISION II PETTY CASH FUND; AND
REPEALING RESOLUTION NO. 1762.
WHEREAS, the Tukwila City Council previously established Change Fund and
Petty Cash Fund levels by Resolution No. 1762, passed on February 21, 2012; and
WHEREAS, there is a need to modify (or eliminate) the fund levels on the Parks &
Recreation and Public Works funds due to operational changes in both departments;
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
General Fund
000
$ 100.00
Finance Department
Water Fund
401
100.00
City Clerk's Office
General Fund
000
100.00
Seattle Southside Visitor Center
Hotel /Motel Tax Fund
101
100.00
Municipal Court
General Fund
000
300.00
Parks and Recreation
General Fund
000
488 350.00
Golf Course
Foster Golf Course Fund
411
1,200.00
(or less as needed)
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Section 2. The Petty Cash Fund levels are hereby set as follows:
Finance Department
General Fund
000
$ 800.00
Police Investigation/Tukwila
General Fund
000
10,000.00
Fire Department
General Fund
000
350.00
Parks and Recreation
General Fund
000
500.00- 300.00
Public Works Division It
General Fund
999
350.00
Public Works Division I
General Fund
000
200,G0-350.00
Section 3. Resolution No. 1762 is hereby repealed.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of , 2014.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk De'Sean Quinn, Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Shelley M. Kerslake, City Attorney
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City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
April 22, 2014 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Verna Seal, Chair; Joe Duffie, Kathy Hougardy
Staff: David Cline, Dave Johnson, Pat Brodin, Tracy Gallaway, Mike Villa, Peggy
McCarthy, Christy O'Flaherty, Laurel Humphrey
CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:30 p.m.
PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. Ordinance: Authorizing the City Administrator to Sign Documents in Absence of Mayor
Staff is seeking Council approval of an ordinance that would authorize the City Administrator
to sign official documents in the absence of the Mayor. The City already has an administrative
policy regarding this, but adding this provision to the Municipal Code has been advised by the
City Attorney. Councilmembers inquired how long this has been a practice in Tukwila, and
staff confirmed that this has been in practice even before the policy was adopted in 2008. The
Committee requested a copy of the policy be provided to the full Council in the meeting
packet. UNANIMOUS APPROVAL. FORWARD TO MAY 5, 2014 REGULAR CONSENT
AGENDA. (Note: on 4/23/14, the Committee requested this item be placed on the 4/28
Committee of the Whole agenda for further discussion.)
B. Resolution: Petty Cash and Change Fund Levels for Parks and Recreation and Public Works
Staff is seeking Council approval of a resolution that would modify the fund levels on the
Parks and Recreation and Public Works funds due to operational changes in the
departments. Implementation of the P -card system for most of the City's purchasing has
had an impact on the petty cash needs at Minkler Shops, George Long Shops, and the
Community Center. After analyzing the petty cash needs, the requested changes are as
follows:
• Parks and Recreation Petty Cash — Decrease from $500.00 to $300.00
• PW Minkler Operations Petty Cash — Increase from $200.00 to $350.00
• PW George Long Shops Petty Cash — Eliminate the petty cash fund.
In addition, staff is requesting an increase in the Parks and Recreation Change Fund to
$350.00 from $150.00. This increase is in response to the typically larger cash
transactions handled by the rental office. UNANIMOUS APPROVAL. FORWARD TO MAY
5, 2014 REGULAR CONSENT AGENDA.
C. Purchase of Special Events Equipment Trailer
Staff is seeking Committee approval of an equipment trailer for the purpose of transporting
equipment and supplies to City- sponsored community events, for an estimated cost of
$8,580. Funds for this purchase will come from the 2014 Volunteer and Special Events
program budget. This trailer will help staff streamline participation in special community
events by eliminating duplicate items and providing a portable stock of commonly used
items and resources. The trailer will be available for other departments for City- sponsored
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