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Home My WebLink AboutReg 2014-09-02 Item 5C - Resolution - Cancellation of Outstanding General Fund Claims and Payroll ChecksCOUNCIL AGI-CNDA SYNOPSIS It/z, g Date P rep are d 19, Al ay o rc review Coonell review 09/02/14 JFS -41,14 Z Kea) lu 1 to o l Ig Dal 9/2/14 1 1 Oithn , e r\I lc, Owe 13z/ ,12rarcl AI o,, pare in _ II Atha, lham7; ,111g pole Other A Pi!, Dale S 1)( ) i \.,( )R ( orao I IR I )( I) I ' ma IR e _ 1 Pc''7-R, Po 1 r, The resolution authorizes the cancellation of abandoned funds (unclaimed property). Su\r\i \in Unclaimed property will be reported to the Department of Revenue (DOR) Unclaimed Property Section. The Council is being asked to approve the resolution for cancellation of unclaimed property. RI \ \\it COW Nitg 1 1 CA&P ( ink iilill(,, (ink: \ rt,, Comm 1),v11 08/19/14 l'&S Cintc 1 numportation (awe Comm Planning Comm CI IAIR: SEAL Parks COMMIll I'll" ITEM INFORMATION ITEM No. 5.C. 5 Si \II SP( ).\;( )1(: PEGGY MCCARTHY 1( ,1N NI AG1 NO \ 1)111 9/2/14 A ,i \ 1 [ ii \i 1 ii !I Resolution authorizing the cancellation of abandoned or unclaimed property for 2014. (1 \li( ,( )R1 1)H)■roo Illc,Oak Il _ Mayor 1 II Ig 1 A/o/ion I 'le Z Kea) lu 1 to o l Ig Dal 9/2/14 1 1 Oithn , e r\I lc, Owe 13z/ ,12rarcl AI o,, pare in _ II Atha, lham7; ,111g pole Other A Pi!, Dale S 1)( ) i \.,( )R ( orao I IR I )( I) I ' ma IR e _ 1 Pc''7-R, Po 1 r, The resolution authorizes the cancellation of abandoned funds (unclaimed property). Su\r\i \in Unclaimed property will be reported to the Department of Revenue (DOR) Unclaimed Property Section. The Council is being asked to approve the resolution for cancellation of unclaimed property. RI \ \\it COW Nitg 1 1 CA&P ( ink iilill(,, (ink: \ rt,, Comm 1),v11 08/19/14 l'&S Cintc 1 numportation (awe Comm Planning Comm CI IAIR: SEAL Parks COMMIll I'll" tECO -NDATIONS: St()\()R/A1)\11\ C(Y\IN111'111 FINANCE Unanimous Approval; Forward to Consent on 09/02/14 COST IMPACT / FUND SOURCE 1 xpi \I )iii Ri RI 0111{1 I) AMO1 /NI 13111)0,11 I) AITROPRIA I ION RI QIIIIZI'D 0 so so 1 Lind Source: ("owniorts MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 09/02/14 Informational e o andum dated 08/04/14 Resolution in final form with attachments 2014 Unclaimed Property Summary Detail Report Minutes from the Finance and Safety Committee meeting of 08/19/14 5 6 TO: of City of Tukwila Jim Haggerton, Mayor INFORMATIONAL ��K�n��8� nn�n ��u�omu��x n��x��u~ u�u��umo��n�u~�u��nmo Mayor Haggerton Finance & Safety Committee FROM: Peggy McCarthy, Finance Director Finance Department BY: Cindy Wilkins - Fiscal Specialist - Finance Department DATE: August 4.2D14 SUBJECT: 2014 Reporting of Abandoned Property to the WA State Department of Revenue Unclaimed Property Section ISSUE Annual write-off of outstanding and unredeemed General Fund accounts payable claims and payroll checks. BACKGROUND Each year by November 1St' the City of Tukwila reports abandoned or unclaimed property that is owed either to individuals or business vendors to the Washington State Department of Revenue Unclaimed Property Section and removes these items from the accounting records. All |0c8| governments are required to report all unclaimed property except unclaimed restitution. Normal restitution is submitted to the County Treasurer each month for the Crime Victims Fund. Unclaimed restitution is then reported each year by the County Treasurer to the State Treasurer. Current Finance Department policy dictates that all abandoned or unclaimed property be reported annually to the Washington State Department of Revenue Unclaimed Property Section through the Council approved resolution process. DISCUSSION The annual proposed resolution totaling $1'547.45 reflects amounts deemed as abandoned or unclaimed property. For the 2014 unclaimed property report yaor, reporting of abandoned General Fund Accounts Payable claims checks total $1,531.4; and reporting of Payroll checks total $16.04. To the extent possible, those individual property owners with unclaimed accounts payable claims and payroll checks 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. INFORMATIONAL MEMO Page 2 RECOMMENDATION The Council is being asked to approve the Resolution declaring the cancellation of unclaimed General Fund accounts payable and payroll checks and consider these items on the Consent Agenda at the September 2, 2014 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2014 Unclaimed Property Summary Detail Report CAUsers\Jennifer-f\AppDatalocal \Microsoft1Windows \Temporary Internet Files\Content.Outlook2PCW2MDO \2014 InfoMemo.doc 8 CRAFT A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL CHECKS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting on year 2014, requires a one -year dormancy period for outstanding claims and payroll checks issued from the General Government Fund; and WHEREAS, the City of Tukwila Finance Department has made all reasonable attempts to resolve the outstanding, unredeemed General Fund claims; 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, 2013; 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 and payroll checks as detailed on Attachment A, the 2014 Unclaimed Property Summary Detail Report. 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: Rachel Turpin, Assistant City Attorney Attachment A: 2014 Unclaimed Property Summary Detail Report W: \Word Processing \Resolutions \Cancellation of outstanding claims and checks 8 -12 -14 CW:bjs Page 1 of 1 9 10 Accounts Payable ATTACHMENT A - 2014 Unclaimed Property Summary Detail Report Outstanding Check Listing 7/1/2012 - 6/30/2013 Check # Check Date Vendor Fund Vendor Invoice 678241 07/30/2012 361309 08/20/2012 RVEY WILLIAMS General 1014359 361479 09/17/2012 SAULEGOGO SAVEA 1 General 361702 ' 10/15/2012 DAVID STEELE General 11/19/2012 JASON CONTRERAS 1 362203 12/17/20121 NORTHWEST PERMIT 362254 1 12/17/2012 [TODD WALTON 01/28/2013ICHASE BANK 362638102/19/2013 JANGH CHO . 362765 03/04/2013 SHONTA JACKSON 1 362771 03/04/2013 LAURIE KEARNEY 362803 03/04/2013 ANDY CARL SCOLLARD General i 362826 L 03/04/2013 WESTERN WA CHAPTER OF ICC General 362898 1 03/18/2013 DENNIS NEFF Inv Date Letter Ret'd Letter /Affidavit No Amount Sent Forwarding 58.50 014437 9171262 08/29/2012 10.00 008842 10151232 . 10/15/2012 5.00f General 014518 11191252 10/24/2012 10.00 General ,012989 'EL12 -0701 11/21/2012 47 88 General 014612 D12 -369 12/07/2012 I 779.67 General 014667 701797 01/03/2013 200.00, 06/10/14 014681 2191332 01/30/2013 10.00; 06/10/14 General !014742 3041384 02/08/2013 15.21 06/10/14 General 014714 3041387 02/08/2013 16.18 06/10/14 014735 3041404 02/08/2013 16.22 06/10/14 009136 03041331 02/28/2013 60.00.4 General 011564 31813300 03/06/20133 ' 2.75 06/10/14 05/01/14 05/01/14 1 06/16/14 05/01/14 05/01/14 06/16/14 05/01/14 05/01/14 General 06/10/14 Letter Ret'd w New Address, re -sent r 362994 1 04/01/20131 PING LAU� 363057 104/15/2013,RON BEARD 363628 06/17/20131MISUK LEE Payroll L 526864 1 41278 1MCKINLEY, IAN General General 1 General 0135792031 014833 °714403 015023 727650 03/13/2013 f 100.00' 06/10/14 04/04/2013 3 100.001 06/10/14 l06/10/201 100.001, 06/10/14 Total Checks: 1,531.41 1 General j 112/16/12-12/31/121 41278 Total to be reported to the State: 16.04 16.04 1,547.45 04/25/14 12 Finance & Safety Committee Minutes August 19, 2014 - Pape 3 F. Resolution: Cancellation and Reporting of Unclaimed Property Staff is seeking Council approval of the annual resolution that would declare the cancellation of abandoned or unclaimed property that is owed to individuals or business owners in time for reporting to the Washington State Department of Revenue Unclaimed Property Section by November 1, 2014. This year's report includes the cancellation of outstanding General Fund claims and payroll checks in the total amount of $1,547.45. The City has performed due diligence in notifying the property owners and checks were issued to those who were successfully contacted through that effort. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 2, 2014 REGULAR CONSENT AGENDA. G. Billing for Motor Vehicle Accident Responses Staff provided an overview of the City's option to bill for motor vehicle accident response as a revenue source for the City. Cities have the ability to recover costs by charging the at -fault driver's liability insurance for a variety of items, including number of responders, type and number of apparatus, tasks performed, time spent on scene, and supplies used. Currently the Fire Department only bills to clean up spills of hazardous materials, averaging just under $500 per incident. Typically under 10% of the accidents responded to by the Fire Department involve hazardous materials. Preliminary financial analysis indicates that such a program could potentially yield at least $100,000 in revenue for the City. If the City chooses to pursue this in the future, numerous details regarding billing and collection logistics will need to be reviewed. INFORMATION ONLY. III. MISCELLANEOUS Committee Chair Seal mentioned public comments made at the August 18, 2014 Regular Meeting regarding cuts to public health in the proposed King County budget. The Council may express its concern formally in the form of a letter or meeting with legislators once further details become known. Meeting adjourned at 7:04 p.m. Next meeting: Tuesday, September 3, 2014 - 5:30 p.m. - Hazelnut Conference Room Committee Chair Approval Minutes by LH 13