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Home My WebLink AboutReg 2017-10-16 Item 5C - Resolution - Cancellation of Outstanding General Fund Claims and Payroll ChecksCOUNCIL AGENDA SYNOPSIS Initials Meat' n. Date Prepared by Mayor's review Council review 10/16/17 VC ITEM INFORMATION ITEM No. 5.C. 19 STAFF SPONSOR: VICKY CARLSEN ORIGINAL AGENDA DATE: 10/16/17 AGENDA ITEM TITLE A Resolution authorizing the cancellation of abandoned or unclaimed property for 2017 reporting. CATEGORY ❑ Discussion Mtg Dale [I Motion At Date ® Resolution Mtg Date 10/16/17 ❑ Ordinance .1dtg Date ❑ Bid Award Mtg Dale ❑ Public. Hearing Mtg Date E Other Mtg Date SPONSOR ❑Council •Mayor ❑HR ❑DCD L:I.Finance Fire ❑TS' P&R f Police CPI ❑Court SPONSOR'S The resolution authorized the cancellation of abandoned funds (unclaimed property). SUMMARY 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 C.O.W. Mtg. E CDN Comm ❑ Trans &Infrastructure ❑ Arts Comm. DATE: 10/3/2017 ►1 Finance Comm. E Public Safety Comm. Comm. p Planning Comm. CHAIR: SEAL E Parks COMMITTEE RECOMMENDATIONS: SPONsoR/ADMIN. COMMITTEE Finance Unanimous Approval; Forward to Consent on 10/16/2017 COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 10/16/17 Informational Memorandum dated 10/3/ 17 Resolution in final form with attachment 2017 Unclaimed Property Summary Detail Report Minutes from the Finance Committee meeting of 10/3/17 19 20 **ILA iv City of Tukwila Allan Ekberg, Mayor TO: INFORMATIONAL MEMORANDUM Mayor Ekberg Finance & Safety Committee FROM: Vicky Carlsen, Deputy Finance Director BY: Cindy Wilkins — Fiscal Specialist DATE: October 3, 2017 SUBJECT: 2017 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 2017 unclaimed property report year, reporting of abandoned or unclaimed property totals $3,184.12 comprised of General Fund Accounts, Payable claims checks and a Court check. 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. One of the largest contributors to Unclaimed Property are juror reimbursement checks. To help reduce unclaimed property, a member from Finance is reimbursing jurors from a petty cash fund in the courtroom prior to the start of the trial. Checks are no longer being issued for reimbursement. 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 October 16, 2017 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2017 Unclaimed Property Summary Detail Report. 21 22 RAFT 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 2017, requires a one year dormancy period for outstanding claims and payroll checks issued from the General Government 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, 2016; 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 2017 Unclaimed Property Summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2017. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Dennis Robertson, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel B. Turpin, City Attorney Attachment A: 2017 Unclaimed Property Summary Detail Report W:\Word Processing\Resolutions\Cancellation of outstanding claims and checks 9-14-17 CW:bjs Page 1 of 1 23 N 2017 REPORTED UNCLAIMED PROPERTY - ATTACHMENT A Reporting Period 7/1/2015-6/30/2016 Accounts Payable CHECK # CHECK DATE Vendor# VENDOR #Nendor Description Account Number AMT PAID Letter Sent Response 370227 09/08/2015 016015 WENDY ANN NAIMAN Mixxed Fit/Instructor Fee 000.07.574.200.41.01 240.00 5/15/2017 No response. 369874 08/03/2015 001820 NOVA C PHUNG Interpreter Fee 000.09.512.500.41.03 110.00 5/15/2017 5/15/17 returned in mail w/forwarding address: 11818 78th Ave S, Seattle 98178-3816, re -mailed 369874 8/3/2015 001820 NOVA C PHUNG Interpreter Fee 000.09.512.500.41.03 110.00 5/15/2017 No response. 369874 8/3/2015 001820 NOVA C PHUNG Interpreter Fee 000.09.512.500.41.03 110.00 5/15/2017 No response. 371503 02/16/2016 005871 INTERCOM LANGUAGE SERVICES Interpreter Fee 000.09.512.500.41.03 30.00 5/15/2017 5/30/17 rec'vd signed affidavit. 369945 08/17/2015 016634 TIMOTHY L DAILEY, SR. Jury Fee 000.09.512.500.49.04 16.08 5/15/2017 No response. 369962 08/17/2015 016638 BABY MARIAN J HONDRADE Jury Fee 000.09.512.500.49.04 14.62 5/15/2017 No response. 370142 09/08/2015 016732 LESTER BOYER Juror Fee 000.09.512.500.49.04 14.96 5/15/2017 No response. 370150 09/08/2015 016728 SOKHANN CHUM Juror Fee 000.09.512.500.49.04 14.03 5/15/2017 5/15/17 returned in mail w/forwarding address: 13429 12th Ave S, Burien 98168-2808 370169 09/08/2015 016742 MARIANNE EDELHEIT Juror Fee 000.09.512.500.49.04 13.38 5/15/2017 No response. 370194 09/08/2015 016737 HODO HUSSEIN Juror Fee 000.09.512.500.49.04 16.40 5/15/2017 No response. 370229 09/08/2015 016740 JAMES NICHOLS Juror Fee 000.09.512.500.49.04 15.35 5/15/2017 No response. 370233 09/08/2015 016748 016748 JOSE OCHOA Juror Fee 000.09.512.500.49.04 13.67 5/15/2017 No response. 370269 09/08/2015 016733 016733 ARINESNE SMITH Juror Fee 000.09.512.500.49.04 14.31 5/15/2017 No response. 370301 09/21/2015 016792 016792 BALENTIN ANAYA Juror Fee 000.09.512.500.49.04 11.43 5/15/2017 5/19/17 returned in mail, no forwaeding address 370306 09/21/2015 016779 LIANA BEAL Juror Fee 000.09.512.500.49.04 15.00 5/15/2017 5/16/17 returned in mail w/forwarding address: 742 S 370312 09/21/2015 016795 FELIX CHAN Juror Fee 000.09.512.500.49.04 15.83 5/15/2017 No response. 370320 09/21/2015 016773 PATRICIA DENNIS Juror Fee 000.09.512.500.49.04 10.00 5/15/2017 No response. 370370 09/21/2015 016778 ALICIA QUARLES Juror Fee 000.09.512.500.49.04 15.57 5/15/2017 No response. 371064 12/21/2015 016952 ADAN MOHAMED Witness Fee 000.09.512.500.49.04 10.00 5/15/2017 No response. 371181 01/04/2016 014033 TERRY MILTON Witness Fee 000.09.512.500.49.04 10.00 5/15/2017 5/24/17 returned in mail, unable to forward 371235 01/19/2016 017016 KARMALITA BLACKLEY Witness Fee 000.09.512.500.49.04 10.00 5/15/2017 5/15/17 returned in mail w/new address 21719 229th AVE SE, Maple Valley 98038-8413, 5/16/17 re -mailed, 5/30 returned in mail 371787 03/21/2016 017102 KELSEY TAYLOR Witness Fee 000.09.512.500.49.04 10.00 5/15/2017 No response. 371990 05/02/2016 017206 BRETT DEAN Witness Fee 000.09.512.500.49.04 10.00 5/15/2017 No response. 370046 08/24/2015 016693 MALVIN AFAGA Youth Athletic Refund 000.347.600.04.00 20.00 5/15/2017 5/22/17 returned in mail, unable to forward 371090 12/21/2015 012199 REUNION GROUP INC Membership Fee 101.00.557.300.49.00 83.52 5/15/2017 5/26/17 returned in mail, unable to forward 371132 12/21/2015 002999 RICHARD WITTERS (ESTATE OF) 2015 Excess Retirement Benefits 611.00.522.200.29.00 2,051.97 5/15/2017 No response. 3,006.12 Payroll CHECK # CHECK DATE VENDOR Description Account Number AMT PAID Letter Sent Response 531477 10/05/15 Mosley, Angela Payroll (9/16/15 - 09/30/2015) 000.07.571.200.12.00 10.79 7/13/2017 No response. 531632 11/20/15 DiRiye, Halimo Payroll (11/01/2015 - 11/15/2015) 000.07.571.200.12.00 34.51 7/13/2017 No response. 532066 04/05/16 Tukwila's Children Foundation Employee Donation to Charity 000.08.558.600.11.00 10.00 7/13/2017 No response. 55.30 Court CHECK # CHECK DATE VENDOR #Nendor Description Account Number AMT PAID Letter Sent Response 6/22/2015 Salmeron Cruz, Antonio Overpayment CR0052056 122.70 No response. 122.70 Total Outstanding: $3,184.12 City of Tukwila City Council Finance Committee FINANCE COMMITTEE Meeting Minutes October 3, 2017 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmembers: Thomas McLeod, Acting Chair; Dennis Robertson, Kathy Hougardy Staff: David Cline, Jay Wittwer, Vicky Carlsen, Gail Labanara, Laurel Humphrey CALL TO ORDER: Committee Chair Seal called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESS AGENDA A. Resolution: Ordering the Cancellation of Past Due Accounts Receivable Staff is seeking Council approval of the annual resolution that would declare the cancellation of uncollectible accounts receivable. The total for this year includes false alarm fees equaling $4,750.00, miscellaneous billings equaling $4,224.76 and NSF checks equaling $30.49 for a total of $9,005.25. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 16, 2017 REGULAR CONSENT AGENDA. B. Resolution: Cancelling Abandoned or Unclaimed Property *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, 2017. This year's report includes the cancellation of outstanding General Fund claims in the total amount of $3,184.12. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 16, 2017 REGULAR CONSENT AGENDA. C. 2017 2"d Quarter Sales & Miscellaneous Revenue Report Staff presented the 2017 2nd Quarter Sales Tax and Miscellaneous Revenue Report, including details on retail sales tax, gambling tax, and admissions tax revenues with sale tax broken out by industry classifications. Total sales tax collections for the 2nd quarter were $277K below those for the same period in 2017. Committee members and staff discussed the decision of the state legislature to phase out streamlined sales tax mitigation payments. DISCUSSION ONLY. D. Public Safety Plan Financing Staff is seeking Committee direction on an approach to identify additional funding needed for the Public Safety Plan due to cost escalation and market conditions. The financial estimates for the buildings were developed in 2015 as part of the city's facilities replacement study, and since then the region has seen unprecedented growth leading to significant increases in land and construction prices. The City Council will need to identify additional sources of funding for the Public Safety Plan, and staff is seeking direction on next steps as well as confirmation that the 25