HomeMy WebLinkAboutFS 2015-10-20 Item 2A - Resolution - Witness and Juror Fees Change Fund / Eliminate Seattle Southside Visitor Center Change FundCity 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
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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)
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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
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