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Home My WebLink AboutReg 2019-10-07 Item 5C - Resolution - 2019 Cancellation of Abandoned or Unclaimed PropertyCOUNCIL AGI-WDA SYNOPSIS - - -- - ---- - - ------------- - -- -------- ------ - I'Ieeti,i Date 10/07 19 Prepared by VC vir'S review Coitnci/ revieiv ITEM INFORMATION ITEMNO, 5.C. S lAI,I, SPONSOR: VICKY CARLSEN ORIGIN \I AGF,NDA DATE: 10/7/19 AGEND \ II I,M It 1 Hi Resolution authorizing the cancellation of abandoned or unclaimed property for 2019 reporting. CATEGORY D/Jcuuron Altg Date p motion illtgDaie 11 Roo/III/on Orr/malice AligDate 7 Bid livard ilIiDate r pllbk, I I eanq .1 kg Date — Other AltsDate 11.11,g Date 10/7/19 SPONSOR Council Myor LJHR LIDCD 0 Finance EFire LITS [111)6-R lice LIPW LCouri SP oNsoR' S The resolution authorized the cancellation of abandoned funds (unclaimed property). SU\IM \Ry 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. Ruyik\vui) By E C.O.W. Mtg. a CDN Comm C. Finance Comm, I— Public Safety Comm. Comm. E] Planning Comm. CHAIR: MCLEOD 111 Arts Comm. T Parks COMMITTEE Trans &Infrastnieture DATE: 9/23/19 RECOMMENDATIONS: SPoNsoR/ADNtiN. Commi Finance ITIA: Unanimous Approval; Forward to Consent on 10/7/19 COST IMPACT / FUND SOURCE EXP1NDIFURI% REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 10/7/19 InformationalInformationaI Memorandum dated 9/23/19 Resolution in final form with attachment 2018 Unclaimed Property Summary Detail Report Minutes from the Finance Committee meeting 9/23/19 27 28 TO: City of Tukwila INFOR ATI Mayor Ekberg Finance & Safety Committee FROM: Vicky Carlsen, Deputy Finance Director BY: Cindy Wilkins — Fiscal Specialist DATE: September 23, 2019 SUBJECT: 2019 Reporting of Abandoned Property to the Washington State Department of Revenue Unclaimed Property Section AL E DU Allan Ekberg, Mayor 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 2019 unclaimed property report year, reporting of abandoned or unclaimed property totals $10,150.18 comprised of General Fund Accounts, payable Claims checks, Payroll checks and Court 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. 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 7, 2019 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2019 Unclaimed Property Summary Detail Report. 29 30 Washington Resolution No. 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 2019, 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, 2018; 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 2019 Unclaimed Property Summary Detail Report. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2019. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Kathy Hougardy, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel Turpin, City Attorney Attachment A: 2019 Unclaimed Property Summary Detail Report (07/01/2017 — 06/30/2018) WALegislative Development\Cancellation of outstanding claims and checks 9-9-19 CW:bjs Review and analysis by Barbara Saxton Page 1 of 1 31 32 1 2 3 4 5 5 7 5 10 11 12 13 14 15 16 17 18 10 Attachment A, the 2019 Unclaimed Property Summary Detail Report 2019 Uncfarmed Property Accounts Payable Cheeks Check /1 Date Vendor 375252 07/03/17 019028 375442 07/24/17 018099 375803 09/18/17 017864 375849 99/18/17 018271 376405 11/20/17 018449 377720 377954 377956 377916 376074 376080 377015 377987 378028 375422 375531 375713 377128 375671 04/23/19 05/21/18 05/21/18 05/21/1a 10/16/17 10/16)17 0102/18 05/21/18 06/04/16 07/24/17 08/07/17 09/04/17 02/05/15 09/18/17 Payroll Checks Check g Date 33689 1/20/2017 634057 3r73i2317 Court Checks Case g CF0067460 1N0061697 6Zoa23741 8/22/2016 6/20/2017 f3/16/2016 Reporting Period: 711/2017 - 6/30/2018 Name AOSHIR WARSAME JUANA TUN NATHAN FOREMAN JULIE STANLEY JESSE STRICKLAND 018779 NELI HERRERA-GUERRERO 016947 IBRAHIM MUSE 01E1848 TRINH NGUYEN 016504 ELECTRIC LIGHTWAVE 018009 USER 018391 JUVENILE JUSTICE WA ST PARTNERSHIP 018628 NUE GLOVER 000716 WA ST DEPT LABOR 8 INDUSTRIES 016891 DISABILITY MGMT EMPL COALITION 015544 ODOBA MEXICAN GRILL 018196 JANET PEELE 019259 TOM ELLIOT 015548 TITAN ELECTRIC 018280 MARTHA YYOLDEMICHEL Warne Jimenez. Armando Osman. Adn an Anderson -Holt Debra R McSain. Troy Steven Chanas, Jordan Leon DescriptMn Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Witness Fee Monthly Phone Bill Damage Deposit Ref C Carnage Deposit Ref Damage Deposit Ref Damage Deposit Ref Damage Deposit Ref Damage Deposit Ref Damage Deposit Ref Damage Deposit Ref Electrical Permit Ref TCC Camp Refund Description Payroll Check Payroll Cheek Bail Refund Over Payment Over Payment GL Code 000.09,512.500.49.04 000.09,512.500,49,04 000.09.512,500,49_04 000,09.512,500.49.04 000.09.512.500 49.04 000.09.512.500 49,04 000 09..512 500.49.04 000.09.512.500.49 04 000 12,518,880.42.03 000.237 104 000237,104 040,237,104 000.237.104 000.237,104 000 239.105 000.239.105 000 239,105 000 322,101 .00.001000.322,900.04.00 000.347,600.01.00 000 07,571.100.11,00 000.07,571.100.11.00 000.115.710 000,115,710 000_115.710 Involoo Inv Date Amt Pd Chock Amt Comments 7031750 06101/17 11,82 11.82 6051752 06/28/17 11.61 11.61 9181730 08130117 10.75 10.75 9181736 09/30/17 10.75 10_75 6051742 10/25/17 12.25 12_25 6051742 03/28/18 11,75 /1.75 6051740 04/25/18 11,93 11.93 6051741 04/25/18 10.32 10,32 15334148 05/08/18 7,097.55 7.097,55 2220 10/04/17 200.00 200,00 813 10/04117 200,00 200.00 FA-0609 12/21/17 95,00 95.00 12115 05/11/19 425.00 425,00 13191 05/24/18 200.00 200,00 930347 07(11/17 100,00 100.00 9128 returned. Insufficient address 931064 07/20117 100.00 100.00 9041770 09/04/17 .200.90 200,00 ELI 7-0619 01/26118 120.12 120.12 832372 08/28/17 50.00 50,00 711 returnedreturn to sender 11,878.85 Chock Amt 72.49 134.84 207,33 1,000,00 50.00 14.00 1,064,00 Total pi/Main/ad Property/5 10.160.18 34 City of Tukwila City Council Finance Committee FINANCE COMMITTEE Meeting Minutes September 23, 2019 - 5:30 p.m. - Hazelnut Conference Room, City Hall Councilmernbers: Thomas McLeod, Chair; Verna Seal, De'Sean Quinn Staff: David Cline, Vicky Carlsen, Jay Wittwer, Bruce Linton, Juan Padilla, Erika Eddins, Wynetta Bivens, Gail Labanara, Aaron Williams, Henry Hash, Trish Kinlow, Tony Cullerton, Jeff Friend, Laurel Humphrey CALL TO ORDER: Chair McLeod called the meeting to order at 5:30 p.m. I. PRESENTATIONS II. BUSINESS AGENDA A. Resolution: Cancellation of Uncollectable Accounts Staff is seeking Council approval of the annual resolution that would declare the cancellation of uncollectible accounts receivable. The total for this year includes Police Department false alarm fees equaling $2,350.00 and miscellaneous billings equaling $50,840.56 for a total of $53,190.56. This is an accounting practice that will reduce the accounts receivable balance but these accounts are still being actively worked for collection, except for those accounts where a responsible party cannot be identified or accounts covered by bankruptcy law. Chair McLeod asked that the memo be updated to include historical data for the past few years. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 7, 2019 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, 2019. This year's report includes the cancellation of outstanding claims in the total amount of $10,150.18. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 7, 2019 REGULAR CONSENT AGENDA. C. 2019 2nd Quarter Financial Report Staff presented a summary of the 2019 2nd Quarter financial report, including budget variances, sales and property tax and other revenues, expenditures, departments, fund balance, special revenue funds, capital projects, enterprise funds, and internal service funds. Through June 30, 2019, General Fund revenues exceed expenditures by $617 thousand. General Fund revenues were $178 thousand over allocated budget and expenditures were under allocated budget by $156 thousand. 35