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Home My WebLink AboutFS 2010-09-08 Item 2B - Resolution - Cancellation of Past Due Outstanding WarrantsBACKGROUND yV i City of Tukwila 3 INFORMATIONAL MEMORANDUM TO Mayor Haggerton Finance Safety Committee FROM Shawn Hunstock, Finance Director Finance Department DATE August 24, 2010 ISSUE DISCUSSION 4 it SUBJECT: 2010 Reporting and Remittance of Abandoned Property to the WA State Department of Revenue Unclaimed Property Section 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. 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 $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 3 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 4 W'11Users\Lily\Lily's General Working Folder1Unclaimed Property 2010/2010 InfoMemo.doc Christy O'Flaherty, CMC, 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 5 6 Payroll 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 Various Various 517874 11/20/08 517948 11/20/08 411 Foster Golf Course Gift Cards Various Various 106 qty. miscellaneous gift cards 411 Fund Total: 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 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: $3,684.26 $3,684 26 $6,625 70 220 00 $6,845.70 7 8 co Treasurer's Checks: No outstanding treasurer's checks to report for 2010 Unclaimed Property filing year Total Treasurer's Checks: Claims Checks General 000 Fund: Check No. Date #340371 340975 341526 341803 342470 342483 342512 343034 343069 343091 343162 343235 343919 344850 344940 345492 345710 346216 346300 347150 347316 347322 07/07/08 08/04/08 09/02/08 09/15/08 10/20/08 10/20/08 10/20/08 11/17/08 11/17/08 11/17/08 11/17/08 11/17/08 12/22/08 02/17/09 02/17/09 03/16/09 03/23/09 04/20/09 04/20/09 06/15/09 06/15/09 06/15/09 Property Owner: 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 I 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 General Fund All Code: CK06 !ej 08/12/2010 4:11 PM Payroll Claims: Check No. #516810 516851 517874 517948 Municipal Court Checks: Check No. #12455 13000 13068 13102 13145 N/A N/A N/A N/A 13138 13250 Date 07/18/08 07/18/08 11/20/08 11/20/08 Date 07/19/07 10/19/07 02/01/08 02/28/08 04/22/08 09/12/07 09/12/07 09/12/07 09/12/07 04/11/08 09/24/08 Golf Course Gift Cards 411 Fund: Gift Card No. Date Various Various Total Pierce Frandle Maxwell Villella Caitlin Legate Tukwila Children's Foundation Total Payroll Claims: Property Owner: 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. Municipal Court Checks: (All variously named unknown property owners) Total Golf Course Gift Cards 411 Fund: Description: 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 $4661 22.43 60.60 62.00 $191.64 $120.00 (To 100.00 (To 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 be sent to County Treasurer) 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: #12455 13000 13068 13102 13145 13138 Date Various #341526 09/02/08 #516810 07/18/08 516851 07/18/08 517874 11/20/08 517948 11/20/08 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 Aggregates- Various (under $50) Ryan Scott Howard Rebecca L. Johnson 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 Restitution (To be sent to County Treas.) 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