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Home My WebLink AboutFS 2015-10-20 COMPLETE AGENDA PACKETCity of Tukwila Finance and Safety Committee O Kathy Hougardy, Chair O Joe Duffie O De'Sean Quinn AGENDA Distribution: Recommended Action K. Hougardy P. McCarthy J. Duffle C. O'Flaherty D. Quinn R. Turpin K. Kruller L. Humphrey D. Robertson M. Villa Mayor Haggerton T. Cook D. Cline b. Status of potential purchase of Police Records TUESDAY, OCTOBER 20, 2015 — 5:30 PM HAZELNUT CONFERENCE ROOM (formerly known as CR #3) at east entrance of City Hall Item Recommended Action Page 1. PRESENTATION(S) 2. BUSINESS AGENDA a. A resolution establishing a Change Fund. a. Forward to 10/26 C.O.W. Pg.1 Peggy McCarthy, Finance Director and 11/2 Regular Mtg. b. Status of potential purchase of Police Records b. Information only. Pg.5 Management System. Mike Vi/ /a, Po /ice Chief, and Trina Cook, Po /ice Information Analyst c. Update on the 2014 Audit Report c. Information only. Pg. ii Peggy McCarthy, Finance Director 3. ANNOUNCEMENTS 4. MISCELLANEOUS Next Scheduled Meeting: Tuesday, November 3, 2015 SThe City of Tukwila strives to accommodate individuals with disabilities. Please contact the City Clerk's Office at 206 - 433 -1800 (TukwilaCityClerk @TukwilaWA.gov) for assistance. City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance and Safety Committee FROM: Peggy McCarthy, Finance Director BY: Cindy Wilkins — Finance Specialist Lily Jue — Fiscal Coordinator DATE: October 20, 2015 SUBJECT: Establish a petty cash fund for payment of witness and juror fees; eliminate the Seattle Southside Visitor Center change fund. ISSUE Approve the establishment of a $500 petty cash fund from which juror and witness fees will be paid; approve the elimination of the Seattle Southside Visitor Center $100 change fund. BACKGROUND The current process for paying juror and witness fees is time consuming. Currently, jurors and witnesses are paid through accounts payable. This process requires action on the part of three finance staff. Each juror or witness is set up as a vendor in order to process the payment, a check is issued and then mailed. If these checks remain outstanding beyond a specified time frame State law requires the City mail a due diligence letter and affidavit of loss to the respective person's last known address. If the signed and notarized affidavit is returned the original check is voided and the witness or juror will be issued a replacement check. If the due diligence letter is returned undeliverable or if there is no response, the checks are presented to the Finance & Safety Committee to be approved as unclaimed property and then to City Council for approval. Once approved, the check amount is reported to the State Department of Revenue as Unclaimed Property. With the establishment of the Tourism Promotion Area (TPA) and the pending transfer to the TPA of the Seattle Southside Visitor Center, the SSVC will no longer operate as a City function /business. The change fund will be returned to the City. DISCUSSION Paying jurors /witnesses in cash when services are rendered is considered more efficient. To make this process change, a petty cash fund needs to be established from which these cash payments will be made. The attached resolution will establish a change fund level of $500 for the payment of juror. The SSVC will be moving to the TPA soon and will no longer be part of the City. The attached resolution will also eliminate the current change fund level of $100. RECOMMENDATION The Council is being asked to consider these items at the October 26, 2015 Committee of the Whole Meeting and subsequent November 2, 2016 Regular Meeting. ATTACHMENTS Draft Resolution A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ESTABLISHING A SECOND FINANCE DEPARTMENT PETTY CASH FUND; ELIMINATING THE SEATTLE SOUTHSIDE VISITOR CENTER CHANGE FUND; AND REPEALING RESOLUTION NO. 1829. WHEREAS, the Tukwila City Council previously established Change Fund and Petty Cash Fund levels by Resolution No. 1829, passed on June 2, 2014; and WHEREAS, there is a need to establish a second Petty Cash Fund level from the General Fund -000 in the amount of $500.00 for the Finance Department to process on- site cash disbursements of Municipal Court witness and juror fees, which will increase operational efficiency and improve customer service, and WHEREAS, there is a need to eliminate the current Change Fund level of $100.00 on the Seattle Southside Visitor Center Hotel /Motel Tax Fund -101 due to operational changes; 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 $ 300.00 Finance Department Water Fund 401 400.00 City Clerk's Office General Fund 000 100.00 Seattle Se Vosr*tnr Gp n }o r 4-94 i 00 ct�hsrade � .00) Municipal Court General Fund 000 300.00 Parks and Recreation General Fund 000 350.00 Golf Course Foster Golf Course Fund 411 1,200.00 (or less as needed) W: Word Processing \Resolutions \Revise Petty Cash and Change Funds 10- 13- 15.doc SG:bjs Page 1 of 2 3 Section 2. The Petty Cash Fund levels are hereby set as follows: Finance Department General Fund 000 $300.00 Finance Dept. Witness/Juror Fees General Fund 000 500.00 Police Investigation/Tukwila General Fund 000 10,000.00 Fire Department General Fund 000 350.00 Parks and Recreation General Fund 000 300.00 Public Works Division I General Fund 000 350.00 Section 3. Resolution No. 1829 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of )2015. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Kate Kruller, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel B. Turpin, City Attorney W: Word Processing\Resolutions\Revise Petty Cash and Change Funds 10-13-15.doc SG:bjs Page 2 of 2 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance and Safety FROM: Chief Mike Villa BY: Trina Cook DATE: 10/14/15 SUBJECT: Police Records Management System Purchase ISSUE The Police Department needs to update its records management system. BACKGROUND The records management system being used has been in place for nearly 20 years. The overall functionality of the system is basic and limited. Inefficiency restricts our ability to effectively create mandatory state reports, respond to public disclosure requests, and investigate criminal networks. DISCUSSION In order to effectively manage our resources, the department seeks a solution that will improve our technological capacity and access to information, which is a strategy listed in the Police Department Strategic Plan. An updated system will improve efficiency and effectiveness department -wide, including increased officer safety with access to records in the field, and reduced liability risk with a comprehensive and integrated system. Advanced crime - fighting tools based on current and historical data will be available to each employee, as well as simple -to- produce statistics to enhance our reporting to internal (City staff, Council) and external (the public) customers. From the detective who will receive their case assignments electronically, to the domestic violence advocate who will be able to quickly assess whether a situation is escalating, to the command staff who can review a complete case from their own desk, every member of the department will see benefit from this system. The new RMS would also support the City's strategic plan. Goal Four is "A High- Performing and Effective Organization" — Section E.2. directs us to "Focus City expenditures on community priorities and maximize efficiencies in service delivery," and specifically, "Establish policies and process to adopt technology that improves City services and makes them more efficient." In order to be more effective in our internal work, and therefore better serve the community at large, it is imperative that we replace the RMS and establish a solid technology base from which to do our work. FINANCIAL IMPACT The police department has been talking about updating our RMS for many years, and started allocating funds five years ago. In addition to the $350,000 set aside in the contingency fund, we expect to need an additional $500,000 to $600,000 based on research from current RMS vendors. The total cost would include software, hardware, implementation, training, and a half time tech support person. This 5 INFORMATIONAL MEMO Page 2 0.5 FTE position would assist in the greatly increased tech needs during implementation as well as ongoing after go -live. With the right combination of features and vendor support, this type of purchase should last the department at least another 15 years. RECOMMENDATION Information only. ATTACHMENTS PowerPoint slides. CARMS F &S InfoOnlyMemo 101515.docx i 7 All g 10 City of Tukwila Jim Haggerton, Mayor TO: Mayor Haggerton Finance & Safety Committee FROM: Peggy McCarthy, Finance Director DATE: October 14, 2015 SUBJECT: 2014 Audit Report ISSUE Discuss the City's 2014 audit report issued by the Washington State Auditor's office. BACKGROUND The audit is comprised of three components as follows: 1. Financial — determines if the financial statements are reasonably stated and presented in accordance with generally accepted accounting principles (GAAP). 2. Accountability— determines compliance with laws, regulations, contracts and grant agreements, in general. 3. Federal — determines compliance with federal grant and other federal program regulations in accordance with OMB Circular A -133 The City received a "clean" audit report for the financial and accountability portions of the audit. However, the audit of two of the four selected federal grants resulted in findings that the City did not have adequate internal controls to ensure compliance with federal suspension and debarment requirements for Assistance to Firefighters grant and the Federal Transit Capital Investment grant. Federal regulations prohibit the payment of federal monies to suspended or debarred contractors. The federal government maintains an Excluded Parties List System, EPLS, to record entities that have been suspended or debarred; grantees are required to refer to this list before paying contractors with federal funds. For the Assistance to Firefighters grant and the Federal Transit Capital Investment grant, physical evidence, such as a screen shot or print out of the EPLS, was not retained in the grant files for the grant contractors Motorola and Puget Sound Energy, respectively. Although neither of these contractors had been suspended or debarred, the State Auditor considered the lack of physical evidence demonstrating the EPLS list checking to be a material weakness in internal control and reported it as such. The City strongly disagrees with this conclusion. DISCUSSION The City, as well as other cities in south King County and the greater Puget Sound, have voiced concerns about changes in the State Auditor's office in the past two years. The quality of the audits, the degree and timeliness of communication, a change in audit approach from collaborative to more adversarial and a narrower interpretation of "material weakness" have all become issues. The City of Tukwila has joined with other south King County cities, AWC and certain other Puget Sound area cities in an attempt to resolve some of these issues. A meeting was held with State Auditor representatives on September 16th and another meeting is scheduled for mid - November. 11 INFORMATIONAL MEMO Page 2 In addition to the City of Tukwila, the following Puget Sound area cities received audit findings as a result of their 2014 audits. • Bellevue • Issaquah • Auburn • Covington • Sumner • Marysville • Lynnwood • Edmonds • Bothell • Arlington • Mukilteo • Mountlake Terrace • Everett • Seattle King County and Spokane also received findings. The audit report and other aspects of the audit will be discussed in more detail at the audit exit conference on Thursday, October 22nd RECOMMENDATION For information only. 12 C:\ Users\ christy\ AppData\ Local\Microsoft\Windows\Temporary Intemet Files\ Content .OutlooklH94XRZJM\InfoMemo template.dou