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Home My WebLink AboutReg 2015-11-02 Item 5C - Resolution - 2nd Finance Department Petty Cash Fund / Eliminate Seattle Southside Visitor Center Change FundCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by A4ayore e , 11/02/15 CW Council review V\ ITEM INFORMATION ITEM No. 5.C. 43 STAFF SPONSOR: PEGGY MCCARTHY ORIGINAL AGENDA DATE: 11/02/15 AGENDA ITEM T11IJ Adopt Resolution creating a Finance Department second petty cash fund to process Municipal court witness and juror fees and to eliminate the Seattle Southside Visitor Center change fund. CATEGORY Discussion Mtg Date Motion Ally Date Z Resolution Mtg Date 11/02/15 I Ordinance Mtg Date L Bid Award Mtg Date Public Hearing Ally Date — Other Mtg Date SPONSOR I Council -1 Mayor I-IR DCD Finance n Fire I I IT P&R 1 I Police fl PW SPONSOR'S Adopt Resolution establishing a second Finance Department petty cash fund, eliminating SUMMARY the Seattle Southside change fund and repealing Resolution No. 1829 RimiNVED BY COW Mtg. fl CA&P Cmte Z F&S Cmte Transportation Cmte _ 1 Utilities Cmte Arts Comm. 1 Parks Comm. Planning Comm. DATE: 10/20/15 COMMITTEE CHAIR: KATHY HOUGARDY RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Finance Unanimous Approval; forward to 11/02/15 Consent Agenda COST IMPACT / FUND SOURCE EXPENDITURI; REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 11/02/15 MTG. DATE ATTACHMENTS 11/02/15 Informational Memorandum dated 10/15/15 Resolution in Final Form Minutes from the Finance & Safety Committee Meeting of 10/20/15 43 44 �J�VItLA Wqs City of Tukwila TO: Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM 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 45 46 2908; City of u la Washington Resolution No. 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 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- 27- 15.doc SG:bjs Page 1 of 2 47 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- 27- 15.doc SG:bjs 48 Page 2 of 2 City of Tukwila Finance and Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes October 20, 2015 — 5:30 p.m.; Hazelnut Conference Room PRESENT Councilmembers: Kathy Hougardy, Chair; Joe Duffie, Kate Kruller (Absent: De'Sean Quinn) Staff: Peggy McCarthy, Sandy Garrett,Trina Cook, Leon Richardson, Laurel Humphrey CALL TO ORDER: Chair Hougardy called the meeting to order at 5:30 p.m. I. PRESENTATIONS No presentations. H. BUSINESS AGENDA A. Resolution: Amending the Change Fund Levels Staff is seeking Council approval of a resolution that would establish a $500 petty cash fund for the payment of witness and juror fees. These payments are currently made through accounts payable which involves three staff members. Cash payments are expected to be much more efficient and will also remove these payments from the annual unclaimed property process. The resolution also proposes to eliminate the Southside Visitor Center change fund, as the establishment of the Tourism Promotion Area means the SSVC will no longer operate as a City function. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 2, 2015 REGULAR CONSENT AGENDA. B. Update on Police Records Management System The Police Department is planning to update its records management system which has been in place for almost 20 years and is considered inefficient and limited. An updated system is expected to improve effectiveness, efficiency and safety, reduce liability, and falls in alignment with the City and the Police Department Strategic Plans. $350,000 has been set aside in the contingency fund for this effort, and a request for an additional $500 - 600,000 will come forward in the City's budget amendment proposal due in committee next month. The total request will include software, hardware, implementation, training, and half -time tech support position. A request for proposals has been issued to identify a vendor, and the City's Tech Council has been briefed and is in support of an updated records management system for the Police Department. INFORMATION ONLY. C. Update on 2014 Audit Report The Washington State Auditor has issued the City's 2014 audit report. The City received a clean report for the financial and accountability portions of the audit, but the audit of compliance with federal grant regulations resulted in findings that the City did not have adequate internal controls to ensure compliance with federal suspension and debarment requirements. The City strongly disagrees with this finding, as it was in fact in compliance with those requirements, it did just not have physical evidence, such as a printed out webpage. Many cities in South King County have been observing and voicing concerns about changes in the State Auditor's Office in the past two years. INFORMATION ONLY. 49