HomeMy WebLinkAboutFS 2012-10-02 Item 2B - Resolution - Cancellation of Outstanding Claims, Payroll Checks, etc.TO:
FROM:
BY:
DATE:
SUBJECT:
ISSUE
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Finance Safety Committee
Peggy McCarthy, Finance Director
Finance Department
Lily Jue, Fiscal Coordinator Finance Department
September 14, 2012
2012 Reporting and Remittance of Abandoned Property to the WA State
Department of Revenue Unclaimed Property Section
Annual write -off of outstanding and unredeemed General Fund and 411 Foster Golf Fund
accounts payable claims, payroll, and Municipal Court checks as well as 411 Foster Golf
Course unredeemed gift cards.
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. Normal restitution is submitted to the
County Treasurer each month for the Crime Victims Fund. Unclaimed restitution is then reported
each year by the County Treasurer to the State Treasurer.
The dormancy or abandonment period of all accounts payable claims and payroll checks is one
year; Municipal Court checks have an abandonment period of two years; and Golf Course gift
cards have an abandonment period of three 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; and
There is little -to -no research or contact with claimants by the City as this is now
maintained through the Department of Revenue Unclaimed Property Section.
DISCUSSION
The annual proposed resolution totaling $7,585.12 reflects amounts deemed as abandoned or
unclaimed property. For the 2012 unclaimed property report year, remittance of abandoned
General Fund Accounts Payable claims checks total $613.00; 411 Golf Fund Accounts Payable
checks total $125.00; payroll checks total $13.20; Municipal Court checks total $8.50; and 411
Foster Golf Course gift cards total $6,825.42.
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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 Council is being asked to approve the Resolution declaring the cancellation of unclaimed
General Fund and 411 Fund accounts payable claims /payroll checks, Municipal Court checks,
and 411 Foster Golf Course gift cards and forward this item to the Consent Agenda of the
October 15, 2012 Regular Council Meeting.
ATTACHMENTS
Proposed Draft Resolution
2012 Attachment "A" to Resolution
2012 Unclaimed Property Summary Detail Report
6 WA2012 Info Memos Council \UnclaimedPropertyRes.doc
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, AUTHORIZING THE CANCELLATION
OF OUTSTANDING GENERAL FUND CLAIMS AND PAYROLL
CHECKS, 411 FUND FOSTER GOLF COURSE CLAIMS CHECKS,
MUNICIPAL COURT CHECKS, AND 411 FUND FOSTER GOLF
COURSE GIFT CARDS.
WHEREAS, the State of Washington, Department of Revenue Unclaimed Property
Section, for the reporting and remittance year 2012, requires a one -year dormancy
period for outstanding claims and payroll checks issued from the General Government
Fund and 411 Foster Golf Course Fund, a two -year dormancy period for Municipal
Court checks, and a three -year dormancy period for golf course gift cards; and
WHEREAS, the City of Tukwila Finance Department has made all reasonable
attempts to resolve the outstanding, unredeemed General Fund and 411 Fund claims
and payroll checks, Municipal Court checks and golf course gift cards; and
WHEREAS, the City Council of the City of Tukwila wishes to cancel all outstanding,
unclaimed General Fund and 411 Fund claims and payroll checks issued prior to July 1,
2011, Municipal Court checks issued prior to July 1, 2010, and golf course gift cards
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 and 411 Fund
claims and payroll checks, Municipal Court checks, and golf course gift cards as
detailed on Attachment A and the 2012 Unclaimed Property Summary Detail Report.
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PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of 2012.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk Verna Seal, Council President
APPROVED AS TO FORM BY:
Shelley M. Kerslake, City Attorney
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Attachment A: WA State Department of Revenue 2012 Unclaimed Property Reporting,
including 2012 Unclaimed Property Summary Detail Report
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Municipal Various Various
Court
411 Foster Golf Course
Claims 355713 10/04/10
411 Foster Golf Course Gift Cards
Various Various
Toted General Fund Payroll Checks
Aggregate- Various (COZO't Checks under $50)
Total Municipal Court Checks
General Fund Grand Total All Checks:
Harold Fowler
Total 411 Fund Claims Checks:
181 qty. miscellaneous gift cards
Total 411 Golf Course Gift Cards:
GRAND TOTAL:
Reporting and remittance summary
Total Claims, Payroll, all other Municipal Court Checks, Golf Gift Cards
to WA State DOR
Municipal Court Unclaimed Restitution, Check Nos. remitted to County
Treasurer
Grand Total to be Reported Remitted to WA State DOR/County Treasurer:
UHi11
$123.00
160.00
200.00
130.00
$613.00
S13.20
$13.20
$8.50
$8.50
$634.70
S125.00
$125.00
56,825.42
$6,825.42
$7,585.12
$7,585.12
0.00
$7,585.12
I
Attachment "A"
WA State Department of Revenue
2012 Unclaimed Property Reporting
ID NUMBER
DATE VENDOR
000 General Fund
Claims Various
Various Aggregate Various (Claims Checks under $50)
4354527
07/19/10 Gah Htoo
355824
10/18/10 Mubarak Hassan
356498
12/30/10 EBC
Total General Fund Claims Checks
Payroll Various
Various Aggregate- Various (Payroll Checks under $50)
Municipal Various Various
Court
411 Foster Golf Course
Claims 355713 10/04/10
411 Foster Golf Course Gift Cards
Various Various
Toted General Fund Payroll Checks
Aggregate- Various (COZO't Checks under $50)
Total Municipal Court Checks
General Fund Grand Total All Checks:
Harold Fowler
Total 411 Fund Claims Checks:
181 qty. miscellaneous gift cards
Total 411 Golf Course Gift Cards:
GRAND TOTAL:
Reporting and remittance summary
Total Claims, Payroll, all other Municipal Court Checks, Golf Gift Cards
to WA State DOR
Municipal Court Unclaimed Restitution, Check Nos. remitted to County
Treasurer
Grand Total to be Reported Remitted to WA State DOR/County Treasurer:
UHi11
$123.00
160.00
200.00
130.00
$613.00
S13.20
$13.20
$8.50
$8.50
$634.70
S125.00
$125.00
56,825.42
$6,825.42
$7,585.12
$7,585.12
0.00
$7,585.12
I
2012 unclaimed property summary detail report
2012 report year summary