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Home My WebLink AboutReg 2016-09-06 Item 4E - Resolution - Finance Departmnent Petty Cash Fund for Municipal Court Witness and Juror FeesCOUNCIL AGENDA SYNOPSIS nifials Meefiq.Dale Prepared by Mayor's revie Council review 09/06/16 VC ITEM INFORMATION ITEM NO. EAN 55 ;110NSOR: VICKY CARLSEN ORI(',]N,\],A(,,[-�"NDADA'f'f-,": 09/06/16 A(,,FINDA ITENITITLF Amend Resolution increasing the Finance Department petty cash fund for reimbursing Municipal Court witness and juror fees and mileage paid. CATFIGORY ❑ Discussion M1 g Dale ❑ Motion Mt g Date Z Resolution Atg Date 09106116 ❑ Ordinance At g Dale ❑ BidAward Mig Date ❑ Public 1-Tearing Mt Dale ❑ Other Mt g Date SPONSOR ❑ Council ❑ Mayor E:].HR [:] DCD Z.Finance E:].Fire ❑ TS ETP&R ❑ Police ❑ PWI SPONSOR'S Adopt Resolution to increase petty cash fund used to reimburse Witness/juror fees and SUMMARY mileage paid. Repealing Resolution 1868. Ri,lxij3Wi D BY 0 cow Mtg. [:] CA&P Cmte Z F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte F-1 Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 08/16/16 COMMITTEE CHAIR: SEAL RECOMMENDATIONS: SPONSOR /ADMIN. Finance COMMI'1'1'1,,,E Unanimous Approval; Forward to 9/6 Consent Agenda COST IMPACT / FUND SOURCE Expi,"NDI'I'URl,'R],'(,)UlRl,'I) AMOUNT' BUDGETED APPROPRIATION REQUIRED Fund Source: Comments.- MTG. DATE RECORD OF COUNCIL ACTION 9/6/16 MTG. DATE ATTACHMENTS 9/6/16 Informational Memorandum dated 8/16/16 Resolution in Draft form Juror/Witness Fees and Mileage Paid Out Minutes from the Finance and Safety Committee meeting of 8/16/16 55 56 City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance & Safety Committee FROM: Vicky Carlsen — Deputy Finance Director BY: Cindy Wilkins — Fiscal Specialist DATE: 8/16/2016 SUBJECT: Increase the change fund from $500 to $1,000 for cash payment of Witness Fees and Jurors Fees plus mileage for services rendered to the Tukwila Municipal Court. ISSUE Currently witnesses and jurors are paid from a newly established petty cash fund for their services rendered. The Finance Department has processed payments several times and has discovered that the amount of the fund should have a larger amount on hand. BACKGROUND This petty cash fund was established in November to reimburse witness and jurors in cash on the date of service. To date, Finance has processed cash reimbursements in the Court room for 35 jurors in December and 36 jurors in January. Witnesses and jurors are reimbursed an established fee. However jurors are also reimbursed an additional fee for their mileage. The mileage reimbursement can vary from as little as $1 and up to $25.00. The volume of jurors each session has been high. If all of them had a high mileage reimbursement, the existing fund would not cover the money due to them. Because some jurors have elected to donate their fees to the Tukwila Pantry, we have had enough funds to reimburse all jurors that want to be reimbursed. However, if all jurors request reimbursement and mileage reimbursement amounts are high, the fund is not large enough to process all payments. DISCUSSION The Finance department is requesting to increase the fund from $500 to $800 to ensure all jurors and witnesses will be paid on the day of service. RECOMMENDATION Council is being asked to approve the Resolution increasing the change fund for juror and witness fees and consider this item at the September 6, 2016 Regular meeting Consent Agenda. ATTACHMENTS - Draft copy of resolution to increase the change fund for the Finance Department to reimburse jurors and witnesses serving Tukwila Municipal Court. — Juror/Witness Fees and Mileage Paid Out 57 9E.* b A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, INCREASING THE FINANCE DEPARTMENT PETTY CASH FUND USED FOR WITNESS AND JUROR FEES, AND REPEALING RESOLUTION NO. 1868. WHEREAS, the Tukwila City Council previously established Change Fund and Petty Cash Fund levels by Resolution No. 1868, passed on November 2, 2015; and WHEREAS, there is a need to increase the second Petty Cash Fund level from the General Fund -000 from $500.00 to $1,000.00 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, 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 \Increase Petty Cash Fund for Witness -Juror Fees 8- 4- 16.doc CW:bjs Page 1 of 2 59 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 &00-00 1-1-00000 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. 1868 is hereby repealed. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 12016. ATTEST /AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Rachel B. Turpin, City Attorney Joe Duffie, Council President Filed with the City Clerk: Passed by the City Council: Resolution Number: W: Word Processi ng\Reso I utions\1 n crease Petty Cash Fund for Witness-Juror Fees 8-4-16.doc CW:bjs M-8 Page 2 of 2 61 Juror/Witness Fees & Mileage Paid Out Date $ Paid Out $ Donated Total # of Jurors 12/03/15 302.00 216.00 518.00 35 Jurors 01/07/16 471.85 85.08 556.93 36 Jurors 07/07/16 444.00 27.59 471.59 34 Jurors 61 62 FINANCE AND SAFETY COMMITTEE Meeting Minutes • . f 1 • City Council Finance and Safety Committee August 16, 2016 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Verna Seal, Chair; Dennis Robertson, Kate Kruller Staff: David Cline, Joseph Todd, Craig Zellerhoff, Gail Labanara, Rick Still, Vicky Carlsen, Mike Villa, Laurel Humphrey CALL TO ORDER: Chair Seal called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESSAGENDA A. Resolution: Increasing the Witness /Juror Fee Pettv Cash Fund Staff is seeking Council approval of a resolution that would increase the petty cash fund level for on -site cash disbursements of Municipal Court witness and juror fees from $500.00 to $1000.00. This will improve customer service and operational efficiency by ensuring that all jurors and witnesses can be paid on their day of service. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 6, 2016 REGULAR CONSENT AGENDA. B. Resolution: Cancelling Abandoned or Unclaimed Property for 2016 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, 2016. This year's report includes the cancellation of outstanding General Fund claims in the total amount of $841.91. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 6, 2016 REGULAR CONSENT AGENDA. c. Public Safety Shops Financing The Public Safety Plan adopted by the Council includes construction of a Public Works Shops facility half funded by enterprise funds and half by either a 63:20 lease or LTGO (Councilmanic) bonds. Staff informed the Committee that the Council decision regarding this funding mechanism can be postponed until after 2017 -2018 Budget deliberations and the November election. INFORMATION ONLY. 63