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Home My WebLink AboutFIN 2021-09-27 Item 1C - Resolution - Cancellation of Outstanding General Fund Claims and Payroll Checks and Municipal Court ChecksCity of Tukwila INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Vicky Carlsen, Finance Director BY: Cindy Wilkins — Fiscal Specialist CC: Mayor Ekberg DATE: September 27, 2021 Allan Ekberg, Mayor SUBJECT: 2021 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 2021 unclaimed property report year, reporting of abandoned or unclaimed property totals $5,713.77 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 4, 2021 Regular Council Meeting. ATTACHMENTS Proposed Draft Resolution 2020 Unclaimed Property Summary Detail Report. 9 10 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL CHECKS AND MUNICIPAL COURT CHECKS. WHEREAS, the State of Washington, Department of Revenue Unclaimed Property Section, for the reporting on year 2020, requires a one-year dormancy period for outstanding claims and payroll checks issued from the General Government Fund 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 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 claims and payroll checks and Municipal Court checks issued prior to July 1, 2020, and Municipal Court checks issued prior to July 1, 2019; 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 and payroll checks and Municipal Court checks as detailed on Attachment A, the 2021 Unclaimed Property Summary Report. W:\Word Processing\Resolutions\Cancellation of outstanding claims and checks 9-20-21 CW:bjs Review and analysis by Barbara Saxton Page 1 of 2 11 PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2021. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Kate Kruller, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Office of the City Attorney Attachment A: 2021 Unclaimed Property Summary Report (07/20/2019 — 06/30/2020) W:\Word Processing\Resolutions\Cancellation of outstanding claims and checks 9-20-21 CW:bjs Review and analysis by Barbara Saxton Page 2 of 2 12 Attachment A - 2021 Unclaimed Property Summary Report Reporting Period: 07/20/2019 - 6/30/2020 Accounts Payable Check # Date Vendor Description DEPT GL CODE Invoice Inv. Date Amount Paid 382873 01/06/2020 006921 COMPLETE OFFICE OFFICE SUPPLIES FIN 000.05.514.230.35.00 1916769-0 12/26/2019 610.19 380767 04/22/2019 008122 WA ST ASSN OF PERMIT REG FEE DCD 000.08.558.600.49.00 4221935 04/15/2019 240.00 382815 12/23/2019 020072 LUN PIEPER INTERPRETER FEE CRT 000.09.512.500.41.03 12231906 11/13/2019 37.50 383479 03/16/2020 020328 JENNIFER P OLSON WITNESS FEE CRT 000.09.512.500.41.03 3062008 02/26/2020 18.63 381749 08/19/2019 019856 SAINI SAHIL WITNESS FEE CRT 000.09.512.500.49.00 8191967 07/24/2019 12.55 382044 09/23/2019 019952 SYLVIA SALMERON WITNESS FEE CRT 000.09.512.500.49.04 9231928 08/28/2019 11.16 382231 10/21/2019 020029 DEBORAH GIVENS WITNESS FEE CRT 000.09.512.500.49.04 6051741 09/25/2019 22.53 382441 11/18/2019 020079 ADRIANA V CRUZ WITNESS FEE CRT 000.09.512.500.49.04 11181902 10/30/2019 13.13 382871 01/06/2020 020201 CHRISTOPHER KEVIN CL WITNESS FEE CRT 000.09.512.500.49.04 12311940 12/18/2019 11.74 382096 10/07/2019 019459 BRETT HARTMAN REFUND -SECURITY DEPOSIT TCC 000.213.100 FA -1861 09/19/2019 600.00 381573 08/05/2019 019837 KELLY FRANCIS REFUND CAMP TUKWILLY TCC 000.213.100 PYMT31411 07/23/2019 175.00 381700 08/19/2019 019772 ANGIE HERNANDEZ-BAQ REFUND - TCC CLASS TCC 000.213.100 PYMT33911 06/24/2019 100.00 381843 09/03/2019 019934 MCDONALDS REFUND -SECURITY DEPOSIT TCC 000.213.100 17975 08/16/2019 100.00 381881 09/03/2019 019941 CANDACE TINIFU REFUND -SECURITY DEPOSIT TCC 000.213.100 FA -3271 08/27/2019 10.00 381892 09/03/2019 019947 DEVINA WEAFER REFUND -SECURITY DEPOSIT TCC 000.213.100 FA -3182 08/26/2019 100.00 382672 12/16/2019 020135 PAIGE JONES REFUND -SECURITY DEPOSIT TCC 000.213.100 FA -3210 12/10/2019 200.00 383182 02/03/2020 020224 JULIANA REYES REFUND -SECURITY DEPOSIT TCC 000.213.100 FA -3974 01/10/2020 500.00 383185 02/03/2020 020223 RV WANG CHRISTIAN CH REFUND -SECURITY DEPOSIT TCC 000.213.100 FA -0808 01/10/2020 200.00 383284 02/18/2020 020276 RUDY OLSON REFUND -CASINO TRIP TCC 000.213.100 INV35676 02/06/2020 40.00 383569 04/06/2020 020392 MARIAM ALI REFUND - CLASS TCC 000.213.100 PYMT51036 03/13/2020 48.88 383735 05/04/2020 020400 LATEIKA DALE REFUND - CLASS TCC 000.213.100 PYMT-52106 04/10/2020 37.50 383744 05/04/2020 020412 RAYMOND GUZMAN REFUND - CLASS TCC 000.213.100 PYMT-51985 04/10/2020 37.50 384059 06/22/2020 020492 TALON SWANSON REFUND - RENTAL FEE TCC 000.213.100 FA -3775 06/12/2020 160.00 W -attachment A - 2021 Unclaimed Property Summary Report Reporting Period: 07/20/2019 - 6/30/2020 382742 381469 381494 381527 381537 381946 381958 381977 12/17/2019 07/22/2019 07/22/2019 07/22/2019 07/22/2019 09/16/2019 09/16/2019 09/16/2019 016070 ALLIED RESIDENTIAL 019778 TSEHAY HAILE 019777 JOSE & MANDEE MONTE 019793 UNITED SOURCE LLC 019799 STEVE & LINN WEDE 019964 STEPHEN KOURI 019972 DUNG NGUYEN 019986 THONGCHAIRAWEEWAT REFUND -SECURITY DEPOSIT REFUND SURFACE WATER REFUND SURFACE WATER REFUND SURFACE WATER REFUND SURFACE WATER REFUND SURFACE WATER REFUND SURFACE WATER REFUND SURFACE WATER TCC PWM PWM PWM PWM PWM PWM PWM 000.237.104 400.257.100 400.257.100 400.257.100 400.257.100 400.257.100 400.257.100 400.257.100 5833 Ref000909547 Ref000909546 Ref000909562 Ref000909568 Ref000921833 Ref000921841 Ref000921855 11/29/2017 07/12/2019 07/12/2019 07/12/2019 07/12/2019 09/05/2019 09/06/2019 09/06/2019 200.00 602.46 619.30 173.27 100.00 99.82 88.17 87.19 382140 10/07/2019 020027 TERRY PLUMB STORM 0/P PWM 412.361.400.00.00 00-4000-0680 09/27/2019 6.49 AP Total: $ 5,263.01 Attachment A - 2021 Unclaimed Property Summary Report Reporting Period: 07/20/2019 - 6/30/2020 Payroll Check # Date Paid to Pay Period Dates Amount 535942 09/20/2019 KALNASY, REBECCA 09/01/19 - 09/15/19 14.02 535945 09/20/2019 MOELLER, CHRISTINA 09/01/19 - 09/15/19 50.81 535953 09/20/2019 BORDEN, JOHN 09/01/19 - 09/15/19 Payroll Total: 69.90 536161 12/20/2019 STEPHENSON, ARTHUR 12/01/19 - 12/15/19 2.37 536185 01/03/2020 KAUFFMAN, SCOTT 12/16/19 - 12/31/19 59.56 54.00 $ 250.66 536299 03/05/2020 BASKIN, TOMAZ 02/16/20 - 02/29/20 Court Type Date Payee Name Amount Bail Refund Misc Trust Misc Trust 04/04/2019 11/30/2018 01/30/2019 Pena, Luis David 150.00 0.10 50.00 Court Total: $ 200.10 Payor Unknown Clukey, Ethan Unclaimed Property Total: 5,713.77