HomeMy WebLinkAboutCOW 2011-10-24 Item 4F - Resolution - Cancellation of Outstanding Claims, Payroll Checks, etcCOUNCIL AGENDA SYNOPSIS
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11/07/11
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Initial. I TEM NO.
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i 4.F.
ITEM INFORMATION
I CAS Numiij- "R: STArr SI1oNSOR: PEGGY MCCARTHY ORIG INA]. AGI- DA'rl 10/24/11
AGI ?NDA ITT I TITLE? A resolution authorizing the cancellation of abandoned or unclaimed property for
2011.
C.1 I (.;()RY ®Dhwu.rriorr Motion Re.rolulion Ordinance ❑Bid Award 1- Other
Vltg .Date 10/24/11 A7tg Date MIS Date 11/07/11 AZtg Date ALtg Date Mtg Date Mtg Date
SPONSOR ❑Council 1Vlayor _AdTn Sws DCD Finance .Fire Lebal P &R Police PW
SPONSOR'S The resolution authorizes the cancellation of abandoned funds (unclaimed property). The
Su "-rn-IAR)" unclaimed property will be reported and remitted to the Department of Revenue (DOR)
Unclaimed Property Section, and made available to the responsible party through the
State. This is an annual process authorizing remittance of unclaimed property to the State.
The Council is being asked to approve the resolution for cancellation of unclaimed
oronerty.
RI',vII.0 I ?D Rl' cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 10/18/11 COMMITTEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONSOR /ADMIN. Finance Department
C0�,,4. \41'rI'F1V Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
E \PI ?NDITURF RI ?`UII21 D
Fund Source:
Canrnenls:
MTG. DATE
10/24/11
AMOUNT BUDGETED
APPROPRIATION REQUIRED
RECORD OF COUNCIL ACTION
I MTG. DATE I ATTACHMENTS
10/24/11 Informational Memorandum dated 10/05/11
Resolution in Draft Form
Attachment A DOR Unclaimed Property Reporting
2011 Unclaimed Property Summary Detail Report
Minutes from Finance and Safety Committee meeting of 10/18/11
11/07/11
109
110
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance Safety Committee
FROM: Peggy McCarthy, Acting Finance Director
Finance Department
DATE: October 5, 2011
SUBJECT: A resolution authorizing the cancellation of outstanding claims, payroll
checks, etc.
ISSUE
Annual write -off of outstanding and unredeemed General Fund, 411 Foster Golf Fund, and 501
Equipment Rental Fund accounts payable claims and payroll checks, and Municipal Court
checks.
BACKGROUND
Each year, the City of Tukwila holds abandoned or unclaimed property that is owed either to
individuals or business vendors that must be reported by November 1 st to the Washington State
Department of Revenue Unclaimed Property Section. All local governments are required to
report all unclaimed property except unclaimed restitution. Unclaimed restitution is submitted to
the County Treasurer who is required to report and send the funds to the State Treasurer for the
Crime Victims Fund each year.
The dormancy or abandonment period of all accounts payable claims and payroll checks is one
year; and Municipal Court checks have an abandonment period of two years.
Current Finance Department policy dictates that all abandoned or unclaimed property be
reported and remitted annually to the Washington State Department of Revenue Unclaimed
Property Section through the Council approved resolution process. The advantages to the City
for remitting the funds annually to the Department of Revenue are as follows:
Property remitted by the City is indemnified
The City is no longer responsible for the tracking of funds
There is little -to -no research or contact with claimants by the City as this is now
maintained through the Department of Revenue
DISCUSSION
The annual proposed resolution totaling $1,800.90 reflects amounts deemed as abandoned or
unclaimed property. For the 2011 unclaimed property report year, remittance of abandoned
General Fund Accounts Payable claims checks total $484.40; payroll checks total $561.22;
Municipal Court checks total $312.00; 411 Fund payroll checks total $359.51; and 501 Fund
claims checks total $83.77.
111
INFORMATIONAL MEMO
Page 2
To the extent possible, those individual property owners with unclaimed accounts payable
claims, payroll, and /or Municipal Court checks of $50.00 or more, have been notified by the City
through the "good faith" effort of being served due diligence letters. These individual property
owners have either not responded to the due diligence notifications and /or cannot be located in
order to claim their property.
RECOMMENDATION
The attached proposed resolution and its attachments will authorize the annual cancellation of
unclaimed General Fund, 411 Foster Golf, and 501 Equipment Rental accounts payable
claims /payroll checks, and Municipal Court checks.
By way of this informational memo being presented to members of the Finance Safety
Committee this day, please forward as follows:
Committee of the Whole Meeting scheduled for October 24, 2011
Regular Council Meeting scheduled for November 7, 2011
ATTACHMENTS
Proposed Draft Resolution
2011 Attachment "A" to Resolution
2011 Unclaimed Property Summary Detail Report
W:12011 Info Memos Council \UnclaimedPropertyRes.doc
112
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION
OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL
CHECKS, MUNICIPAL COURT CHECKS, 411 FUND FOSTER
GOLF PAYROLL CHECKS, AND 501 FUND EQUIPMENT
RENTAL CLAIMS CHECKS.
WHEREAS, the State of Washington, Department of Revenue Unclaimed Property
Section, for the reporting and remittance year 2011, requires a one -year dormancy
period for outstanding claims and payroll checks issued from the General Government,
411 Foster Golf and 501 Equipment Rental Funds, and a two -year dormancy period for
municipal court checks; and
WHEREAS, the City of Tukwila Finance Department has made all reasonable
attempts to resolve the outstanding, unredeemed General Fund, 411 Fund and 501
Fund claims and payroll checks, and municipal court checks; and
WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding,
unclaimed General Fund, 411 Fund, and 501 Fund claims and payroll checks issued
prior to July 1, 2010, and municipal court checks issued prior to July 1, 2009;
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, 411 Fund
and 501 Fund claims and payroll checks, and municipal court checks, as detailed on
Attachment A and the 2011 Unclaimed Property Summary Detail Report.
W: \Word Processing \Resolutions \Cancellation of outstanding claims and checks 10 -5 -11
LJ:bjs Page 1 of 2
113
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of 1 2011.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, CMC, City Clerk
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Allan Ekberg, Council President
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Attachment A: WA State Department of Revenue 2011 Unclaimed Property Reporting,
including 2011 Unclaimed Property Summary Detail Report
W: \Word Process ing \Resolutions \Cancellation of outstanding claims and checks 10 -5 -11
LJ:bjs
Page 2 of 2
114
Attachment "A"
411- Foster Golf Course
Payroll #521690 02/19/10
Donald McConnaughey
Total 411 Fund Payroll Checks:
501- Equipment Rental Fund
Claims #350113 11/16/09
Report and remittance summary
Radio Communications Svcs -King County
Total 501 Fund Claims Checks:
GRAND TOTAL:
Total Claims, Payroll, and all other Municipal Court Checks to
WA State DOR
Municipal Court Restitution, Check Nos. 13194, 13513, 13191, remittance
to County Treasurer
Grand Total to be Reported Remitted to WA State DOR/County Treasurer.
AMOUNT
$384.40
100.00
$484.40
$86.22
475.00
$561.22
$0.00
150.00
100.00
62.00
$312.00
$1,357.62
$359.51
$359.51
$83.77
$83.77
$1,800.90
$1,488.90
312.00
$1,800.90
I
115
WA State Department. of Revenue
2011 Unclaimetl,Property ing
ID NUMBER
DATE
VENDOR
000 General Fund
Claims
Various
Various
Aggregate- Various (Claims Checks under $50)
#354060
06/21/10
Mission Increase Foundation
Total General Fund Claims Checks
Payroll
#522143
05/20/10
Brian Allen
521096
12/04/09
Sound Credit Union
Total General Fund Payroll Checks
Municipal
Various
Various
Aggregate- Various (Court Checks under $50)
Court
#13194
07/03/08
Jose Varva (Restitution -County Treasurer)
13513
03/23/09
Benjamin Smith (Restitution -County Treasurer)
13191
07/02/08
Ali Abokor (Restitution -County Treasurer)
Total Municipal Court Checks
General Fund Grand Total All Checks:
411- Foster Golf Course
Payroll #521690 02/19/10
Donald McConnaughey
Total 411 Fund Payroll Checks:
501- Equipment Rental Fund
Claims #350113 11/16/09
Report and remittance summary
Radio Communications Svcs -King County
Total 501 Fund Claims Checks:
GRAND TOTAL:
Total Claims, Payroll, and all other Municipal Court Checks to
WA State DOR
Municipal Court Restitution, Check Nos. 13194, 13513, 13191, remittance
to County Treasurer
Grand Total to be Reported Remitted to WA State DOR/County Treasurer.
AMOUNT
$384.40
100.00
$484.40
$86.22
475.00
$561.22
$0.00
150.00
100.00
62.00
$312.00
$1,357.62
$359.51
$359.51
$83.77
$83.77
$1,800.90
$1,488.90
312.00
$1,800.90
I
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Finance Safety Committee Minutes
October 18.2011— Pace 2
this combined fee. Court interpreters have been exempt from similar fees in the past and staff
recommends continuing this process via an exemption in the ordinance.
After the above discussion, Peggy McCarthy, Interim Finance Director, commented that staff has
identified some administrative changes that she recommends making to the ordinance that do not affect
the substance of the ordinance, but merely simplifies and adds clarity to application and implementation
of the Code. Although those changes were not available for Committee review, Committee Members
agreed that these non substantive changes could be submitted to the October 24 COW for review and
discussion. Committee Chair Hougardy requested that Finance staff include an example of the new
Business License/RGRL application form in the upcoming Council agenda packet. UNANIMOUS
APPROVAL. FORWARD TO OCTOBER 24 COW FOR DISCUSSION.
Update: Non Profit Status and the RGRL
As an information only item, staff returned to Committee for additional discussion of RGRL fee impacts
and the exemption of non profit businesses. As the initial requestor of this information, Committee
Member Robertson requested that this item be tabled until a time when this exemption represents a
significant revenue issue to the City. The item was the removed from additional discussion.
INFORMATION ONLY, NO FURTHER DISCUSSION AT THIS TIME.
B. Resolution: Cancellation of Past Due OutstandinL Warrants
Staff is seeking approval of an annual resolution writing -off unredeemed and outstanding items which
will be reported to the Washington State Department of Revenue by November 1, 2011. This includes the
cancellation of outstanding General Fund Claims and Payroll Checks, Municipal Court Checks and Foster
Golf Gift Cards.
This year's cancellations total $1,800.90. All cancellations will be remitted to the Washington State
Department of Revenue Unclaimed Property Section. UNANIMOUS APPROVAL. FORWARD TO
OCTOBER 24 COW FOR DISCUSSION.
C. Resolution: Non Represented Emnlovee 2012 Wale and Benefit Package
Staff is seeking full Council approval of a resolution regarding Non Represented Employee Wages and
Benefits for 2012. Staff and Mayor Haggerton are recommending a 3% increase to non represented
positions A, B, C and D61 level employees, a market adjustment for non represented positions D62 -1
and a benefit reduction of City medical contributions from 10% to 8
After a lengthy discussion, Committee Members requested staff research the information below, provide
details and return to a future Finance Safety Committee meeting for additional discussion:
Provide, in table format, a summary of all unions, appropriate contracts durations and significant
cost compensation issues;
Provide, in table format, position/job comparables for other cities and benefit summaries;
Provide an example of a monetary figure being passed on to the non represented employee
related to the benefit reduction of City medical contributions from 10% to 8
Committee Member Robertson expressed his desire to consider a long -term compensation strategy in
which the City reviews and considers all employees city -wide as compared to reviewing represented and
non represented groups separately and at different times of the year. RETURN TO COMMITTEE
WITH ADDITIONAL INFORMATION.
D. Ordinance: Council Compensation
The current ordinance setting Council compensation is set to expire on December 31, 2011, and in
response staff has prepared a draft ordinance setting the Council compensation schedule through
December 15, 2015.
119
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