HomeMy WebLinkAboutReg 2024-05-06 Item 5I - Resolution - Reduce and Eliminte Change Funds and Petty Cash FundsCOUNCIL AGENDA SYNOPSIS
Initials
Meeting Date
Prepared by
Mayor's review
Council review
5/6/24
DR
ITEM INFORMATION
ITEM No.
5.1.
STAFF SPONSOR: VICKY CARLSEN
ORIGINAL AGENDA DATE: 5/6/24
AGENDA ITEM TITLE Resolution Updating Change & Petty Cash Fund Amounts
CATEGORY ❑ Discussion
Mtg Date
❑ Motion
Mtg Date
® Resolution
Mtg Date 5/6/24
❑ Ordinance
Mtg Date
❑ Bid Award
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❑ Public Hearing
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❑ Other
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SPONSOR ❑ Council ❑ Mayor ❑ Admin Svcs ❑ DCD ® Finance ❑ Fire ❑ Pe R ❑ Police ❑ PW
SPONSOR'S
SUMMARY
To recognize operational efficiencies, the Finance Department seeks to update petty cash
and change funds amounts utilized by departments across the city. Said amounts can only
be updated by a Resolution, requiring approval of the full city council. Staff recommend
city council approve this resolution on the May 6th consent agenda.
REVIEWED BY
❑ Trans&Infrastructure Svcs ❑ Community Svcs/Safety ® Finance & Governance ❑ Planning & Community Dev.
❑ LTAC
DATE: 4/ 22/ 24
❑ Arts Comm.
❑ Parks Comm. ❑ Planning Comm.
COMMITTEE CHAIR: COUNCILMEMBER QUINN
RECOMMENDATIONS:
SPONSOR/ADMIN. Finance
COMMITTEE
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED
$0
AMOUNT BUDGETED
$0
APPROPRIATION REQUIRED
$0
Fund Source: N/A
Comments: Passage of this resolution has no financial impact on any city fund,
MTG. DATE
RECORD OF COUNCIL ACTION
5/6/24
MTG. DATE
ATTACHMENTS
5/6/24
Informational Memorandum dated April 11, 2024
Draft Resolution
Minutes from the 4/22 Finance & Governance Committee meeting
153
154
TO:
City of Tukwila
Thomas McLeod, Mayor
Parks & Recreation Department - Pete Mayer, Director
INFORMATIONAL MEMORANDUM
Finance & Governance Committee
FROM: Vicky Carlsen, Finance Director
BY: David Rosen, Parks & Recreation Fiscal Analyst
DATE: April 11, 2024
SUBJECT: Resolution Updating City Petty Cash & Change Fund Amounts
ISSUE
The City of Tukwila Finance Department, in the interest of operational efficiencies, is seeking to right
size and/or eliminate certain petty cash and/or change funds utilized by departments across the city.
This action can only be done via Resolution, which requires approval by the full City of Tukwila Council.
BACKGROUND
The last resolution to set petty cash and change fund levels within the city was Resolution 1998, which
was passed in mid -September 2020 and established a change fund for the Police Department. P
Petty cash funds are kept on hand for entities to cover small, unexpected business expenses that may
occur in the normal course of operations. Petty cash funds are to be kept in a located location with a
designated custodian of the fund who can authorize or approve disbursement of the funds when
needed.
Change Funds are used to facilitate collection of cash from customers during cash transactions that
may take place on location at city facilities. Change funds remain at their set level at the beginning of,
throughout, and at the end of each business day as their only use is for facilitating cash transactions.
DISCUSSION
The need and usage of petty cash funds has been heavily reduced by the city's transition to
procurement cards (P-Cards), credit cards provided for staff usage through US Bank that can be used
to facilitate transactions in the course of city operations. In the case of this resolution, several
departments will close out and/or reduce their petty cash fund amounts.
Change funds are also seeing a reduction in usage as the overall usage of cash in transactions with
city customers lessens. Much the same as petty cash, several departments will either be eliminating
their change fund, or reducing the level set.
FINANCIAL IMPACT
Passage of the proposed resolution will create no financial impact on the General and/or any other
funds within the City's financial portfolio.
RECOMMENDATION
Staff recommend the Finance & Governance Committee forward this resolution to the May 6' Tukwila
City Council regular meeting for approval via the consent agenda.
ATTACHMENTS
A — Proposed Resolution
Tukwila City Hall • 6200 Southcenter Boulevard • Tukwila, WA 98188 • 206-433-1800 • Website: TukwilaWA.gov
155
156
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, REDUCING OR ELIMINATING
CHANGE FUNDS AND PETTY CASH FUNDS TO REFLECT
CHANGING CITY OPERATIONS, IMPROVE OPERATIONAL
EFFICENCIES, IMPROVE ON -SITE SECURITY, AND
REPEALING RESOLUTION NO. 1998.
WHEREAS, the Tukwila City Council previously established Change Fund and Petty
Cash Fund levels for various City departments by Resolution No. 1998, passed on
September 14, 2020; and
WHEREAS, there is now a need to reduce and/or eliminate the Change Fund and
Petty Cash levels for multiple City departments to reflect changes in City operations,
improve operational efficiencies, and improve on -site security at City facilities;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Section 1. The Change Fund levels are hereby set as follows:
Finance Department
General Fund
GOO
$300.00
Finance Department
Water Fund
401
$ 400.00
City Clerk's Office
General Fund
000
100.00
Municipal Court
General Fund
000
300.00
Parks and Recreation
General Fund
000
350.00
Parks and Recreation
Foster Golf Course Fund
411
200.00
'Golf Coursel
2,500.00
{or less as needed)
Police Department
General Fund
000
500.00
(or less as needed)
2024 Legislation: Change and Petty Cash
Version: 04/11/2024
Staff: D. Rosen
Page 1 of 2
157
Section 2. The Petty Cash Fund levels are hereby set as follows:
Finance Department
General Fund
000
$ 300.00
Finance Dept. Witness/Juror Fees
General Fund
000
1,000.00
Police Investigation/Tukwila
General Fund
000
10,000.00
Fire Department
General Fund
000
350.00
Parks and Recreation
General Fund
000
100.00
300.00
Public Works Division I
General Fund
000
350.00
Section 3. Resolution No. 1998 is hereby repealed.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of , 2024.
ATTEST/AUTHENTICATED:
Andy Youn, CMC, City Clerk Mohamed Abdi, Council President
APPROVED AS TO FORM BY:
Office of the City Attorney
2024 Legislation: Change and Petty Cash
Version: 04/11/2024
Staff: D. Rosen
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Page 2 of 2
158
City of Tukwila
City Council Finance & Governance Committee
Meeting Minutes
April22, 2024 - 5:30 p.m. - Hybrid Meeting; Hazelnut Conference Room & MS Teams
Councilmembers Present:
Staff Present:
I. BUSINESS AGENDA
De'Sean Quinn, Chair; Tosh Sharp, Jovita McConnell
Vicky Carlsen, Tony Cullerton, Laurel Humphrey, Marty Wine,
David Rosen, Adam Schierenbeck
A. Resolution: Change and Petty Cash Funds
Staff is seeking Council approval of a resolution reducing or eliminating change fund levels in
multiple departments.
Committee Recommendation
Unanimous approval. Forward to May 6, 2024 Regular Consent Agenda.
B. Ordinance: City Tax Codes
Staff is seeking approval of an ordinance that would amend the Municipal Code to administer
the admission, commercial parking, gambling and utility tax more effectively.
Committee Recommendation
Unanimous approval. Forward to June 10, 2024 Committee of the Whole.
C. Resolution: Financial Policies
Staff is seeking approval of a resolution that would amend the Financial Policies to add
reference to compensation, remove reference to a comprehensive fee schedule, refine when
grant applications need Committee approval, and update certain references in the Capital
Improvement Program section.
Committee Recommendation
Unanimous approval. Forward to May 13, 2024 Committee of the Whole.
D. Resolution: Purchasing Policy
Staff is seeking approval of a resolution to amend the City's Purchasing Policy.
Committee Recommendation
Majority approval. Forward to May 13, 2024 Committee of the Whole.
E. March 2024 General Fund Expenditures
Staff presented the report.
159