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Home My WebLink AboutReg 2016-09-06 Item 4F - Resolution - Cancellation of Outstanding General Fund Claims and Payroll ChecksCOUNCIL AGENDA SYNOPSIS Meefi,,�g Date I-Irepared by Mayor's repiep,' Council review 09/06/16 VC ITEM NO. 4.F. � 65 STAFF SPONSOR: VICKY CARLSEN ORI(.',INAi.,AGI..�-INDADA'1'1�": 9/6/2016 AGI ?NDA 1-n-,'m Trrj,i� Resolution authorizing the cancellation of abandoned or unclaimed property for 2016. Cxr]"'("oRY ❑ Diswssion Mig Date ❑ motion MiS Date ❑ Resolution Mi ,g pate 916116 ❑ Ordinance M�g Dale 7.BidAward M(g Date ❑ Public.1-fearing Ali Date g ❑ 01ber M1 ,g Dale SPONSOR ❑ Council [:]Mayor [:] HR [:1 DCD Z.1'7inan6w ❑ .Fire [:1 IT ❑ P&R [:] Police ❑ PIF SPONSOR'S The resolution authorizeds the cancellation of abandoned funds (unclaimed property). summ,xRy 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. REVIEWED BY ❑ cow Mtg. ❑ CA&P Cmte Z F&S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 8/16/2016 COMMITTEE CHAIR: SEAL RECOMMENDATIONS: SPONSOR/ADMIN. Finance COmm"I't"."." Unanimous Approval; Forward to Consent on 9/6/2016 COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0 $0 $0 Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 9/6/16 informational Memorandum dated 8/16/2016 Resolution in final form with attachments 2016 Unclaimed Property Summary Detail Report Minutes from the Finance & Safety Committee meeting 8/16/2016 65 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Ekberg Finance & Safety Committee FROM: Vicky Carlsen, Deputy Finance Director BY: Cindy Wilkins — Fiscal Specialist DATE: August 16, 2016 SUBJECT: 2016 Reporting of Abandoned Property to the Washington State Department of Revenue Unclaimed Property Section ISSUE Annual write-off of outstanding and unredeemed accounts payable and payroll claims. 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 local governments are required to report unclaimed property except unclaimed restitution. Normal 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 For the 2016 unclaimed property report year, reporting of abandoned or unclaimed property totals $841.91 comprised of General Fund Accounts Payable claims checks. To the extent possible, those individuals and businesses with unclaimed accounts payable claims and payroll checks have been notified by the City through "good faith" effort of being mailed due diligence letters. These individuals and businesses have either not responded to the due diligence notifications and/or cannot be located in order to claim their property. Two of the checks reported are expenditures from the Metropolitan Pool District. The MPD was managed by the City when these checks were issued. RECOMMENDATION The Council is being asked to approve the Resolution declaring the cancellation of unclaimed General Fund accounts payable claims and consider these items on the Consent Agenda at the September 6, 2016 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2016 Unclaimed Property Summary Detail Report. 67 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 2016, requires a one-year dormancy period for outstanding claims and payroll checks issued from the General 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, 2015; 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 checks as detailed on Attachment A, the 2016 Unclaimed Property Summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of 7 2016. 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: Attachment A: 2016 Unclaimed Property Summary Detail Report WAWord Processing\Resolutions\Cancellation of outstanding claims and checks 8-9-16 CW:bjs Page 1 of 1 5M] 70 2016 Unclaimed Property Summary Detail Report Accounts Payable Check # Date Vendor # Name Invoice Date Invoice Description Budget # Check Amount Letter /Affid avit Mailed Notes Vendor Email 368602 03/02/15 016271 Abdikafi Farah 01/02/15 3021533 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 368677 03/16/15 016281 Egal Abdirahja m 02/25/15 3161521 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369077 05/04/15 016380 Nargis Ghulamqadir 04/02/15 504919 Juror Fee 000.09.512.500.49.04 11.86 5/16/16 No response 369097 05/04/15 016404 Duane Irvis 04/02/15 504925 Juror Fee 000.09.512.500.49.04 22.24 5/16/16 No response 369111 05/04/15 016388 Robert Libert 04/02/15 504931 Juror Fee 000.09.512.500.49.04 15.66 5/16/16 No response 369142 05/04/15 016405 Kimetha Rheubottom 04/02/15 504940 Juror Fee 000.09.512.500.49.04 15.95 5/16/16 No response 369166 05/04/15 016409 Robin Tobin 04/02/15 504949 Juror Fee 000.09.512.500.49.04 13.82 5/16/16 No response 369199 05/18/15 016424 Arthur Burrington 04/29/15 5181505 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369219 05/18/15 016426 Jun Camilo Francisco 04/27/15 5181506 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369414 06/15/15 016513 Christopher Bates 05/27/15 6151506 Witness Fee 000.09.512.500.49.04 10.00 5/16/16 No response 369557 06/22/15 016528 Joseph Rivers 06/08/15 6221539 Witness Fee 000.09.512.500.49.04 10.00 139.53 5/16/16 No response 367472 06/17/13 015023 Misuk Lee 06/10/13 727650 Damage Deposit Refund 000.239.105 100.00 100.00 5/16/16 No response 368528 02/17/15 016253 Elizabeth Kirkham 01/22/14 835392 Ad Fit Class Refund 000.347.600.060.1 8.00 8.00 5/16/16 7/6/16 letter /affidavit returned "return to sender" 369025 04/20/15 002999 Richard Witters (Estate of) 03/15/15 42015410 Funeral Expenses per RCW 41.18.140 611.00.522.200.49.00 500.00 500.00 5/16/16 5/18/16 Chadwick Witters called, said he is the son. He was told by Payroll that the property needed to go through Probate to be released. 366889 07/21/14 015853 Duc Tran 07/02/14 801813 Swim Lesson Refund 630.347.600.13.00 26.00 26.00 5/16/16 5/12/16 emailed affidavit to vendor per his request, 907 S 134th ST, Burien 98168. No response. MPD managed by City at time of issue. azoruiPgmail.com Total AP Checks: $ 773.53 Payroll Check # Date Vendor # Name Invoice Date Invoice Description Budget # Check Amount Letter /Affid avit Mailed Notes Vendor Email 527883 07/19/13 NGUYEN,TUONG -HUAN 7/19/2013 PAYROLL CHECK 630.00.576.210.12.00 42.97 42,502.00 Orig sent 7/30/15 recd unsigned affidavit, sent letter, no response 530606 WILLIAMS, JONATHAN 2/20/2015 PAYROLL CHECK 000.07.571.200.12.00 25.41 42,502.00 No response, MPD Life Guard. MPD managed by the City at time of issue. Total Payroll Checks: $ 68.38 Total Outstanding: $ 841.91 72 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 Petty 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. 73