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Home My WebLink AboutReg 2018-11-19 Item 3E - Resolution - Cancellation of Past Due Accounts ReceivableCOUNCILAGENDA SYNOPSIS Meeting Date 11/19/18 Prepared VC Mayor's review,„ Council review ITEM INFORMATION ITEM No. 3.E. STAFF SPONSOR: VICKY CARLSEN ORIGINAL AGENDA DATE: 11/19/18 AGENDA MN TITLK Resolution Ordering the Cancellation of Past Due Accounts Receivable CATEGORY Discussion Mtg Date E Motion AItg Date Z Resolution Mg tDale 11/19/18 E Ordinance Alty Date E Bid Award Mt g Date E Public Hearing Mg Dale [1:1 Other AN Date SPONSOR Cowlitz'/ Mayor i-1R DCD Finante Fire 71 EPR EPolice EPW Court SP oNS() It' S There are certain accounts receivable that have been deemed uncollectible and need to be SUMMARY removed from the Accounts Receivable ledger. The Council is being asked to consider and approve the resolution ordering their cancellation. Rrxii Avi,;1) BY E C.O.W. Mtg. E CDN Comm Ej Trans &Infrastructure L Arts Comm. DATE: 11/6/2018 Finance Comm. 111 Public Safety Comm. Comm. 0 Planning Comm. CHAIR: QUINN E Parks COMMITTEE RECOMMENDATIONS: SPONSOR/ADMIN. COMMITTEE Finance Department Unanimous Approval; Forward to Regular Meeting Consent Agenda COST IMPACT / FUND SOURCE EXIT,NDITURF; Rk(),UIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 11/19/18 MTG. DATE ATTACHMENTS 11/19/18 Informational Memorandum dated 10/29/2018 Resolution in final form with Attachment A Minutes from the Finance Com. meeting of 11/6/18 91 92 TO: FROM: BY: City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM Finance Committee Peggy McCarthy, Finance Director Vicky Carlsen, Deputy Director CC: Mayor Ekberg DATE: October 29, 2018 SUBJECT: Cancellation of Accounts Receivable ISSUE Each year a resolution comes before the Council for the cancellation of uncollectable accounts receivable. For 2018, these items include: False Alarms equaling $12,397.35, Miscellaneous Billings equals $435.00 for a grand total of $12,832.35. BACKGROUND The process for tracking accounts receivable is quite thorough. The steps below are followed prior to preparation of the attached write-off resolution. • Invoice is sent to the recipient by the Finance Department payable in 30 days. • If payment is not received within 30 days, the receivable is forwarded to our collection agency, Armada Corp., and placed into pre -collect status. • At this time, Armada sends a Delinquency Notice to debtor notifying them of the past -due status of the receivable and asks them to contact the City to make payment. Payments can still be made directly to the City while in pre -collect status. • Once 30 days has passed in pre -collect status, the receivable then rolls over to active collections. At the onset of active collections, a letter is sent to the debtor notifying them of status change and advising that all payments must now be made through the collection agency. • When in active collections status, debtor is contacted both by phone and letter. A search is made for assets with which the debt could be satisfied. Once the debt has been in active collections for 45 days, it is then reported to the national credit bureaus. • The last process in the collections cycle is the pursuit of legal action. This includes attaching checking accounts, garnishments and lawsuits. • The City will not issue or renew a business license until all outstanding debt owed to the City is paid. • It should be noted that while a debt may be written off our books: it is still active in Armada's collection process. DISCUSSION The proposed amount of the 2018 Cancellation of Accounts Receivable is $12,832.35. This is an annual housekeeping item. FINANCIAL IMPACT The financial impact of cancelling $12,832.35 will be to reduce our accounts receivable balance by this amount. Please note that while we are writing off the accounts receivable for accounting purposes., the accounts are still being actively worked for collection purposes with the exception 93 INFORMATIONAL MEMO Page 2 of those accounts where a responsible party cannot be identified. Accounts covered by bankruptcy law cannot be pursued. RECOMMENDATION The Council is being asked to approve the annual resolution authorizing the cancellation of Accounts Receivable and to forward this item to the Regular Meeting Consent Agenda of 11/19/2018. ATTACHMENTS Attachment A — Past Due Accounts Receivables 94 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ORDERING THE CANCELLATION OF PAST DUE ACCOUNTS RECEIVABLES WHEREAS, certain receivables have been deemed uncollectable after efforts by both the City and a collection agency have been unsuccessful; and WHEREAS, the City will continue to pursue these receivables when practical; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: Miscellaneous Accounts Receivable. The total of $12,832.35 (per Attachment A) is deemed uncollectable. PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at a Regular Meeting thereof this day of , 2018. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Verna Seal, Council President APPROVED AS TO FORM BY: Filed with the City Clerk: Passed by the City Council: Resolution Number: Rachel B. Turpin, City Attorney Attachment: Exhibit A — Past Due Accounts Receivables W:\Word Processing\Resolutions\Past Due Accts Receivables 10-31-18 VC:bjs Page 1 of 1 95 96 Attachment A - Past Due Accounts Receivables 2018 Write -Offs Account # Account Name Date Inv # Description Amount Notes F&G TR F&G TR MUCHO RIVERS Roche SPRIN3 HAAKEN HAAKEN HAAKEN ITT ITT ITT ITT ITT ADENNU BONEYM GRANGE HEARTL SIMMON F & G TRADING LLC 01/12/16 RF-01297 F & G TRADING LLC 03/17/16 RF-01324 MUCHO BURRITO MEXICAN GRILL 01/29/16 RF-01312 RIVERSIDE TERRACE APTS 01/11/16 RF-01293 LA ROCHELLE APARTMENTS 04/26/16 RF-01339 SPRINT 05/07/15 RF-01251 HAAKENSON GROUP HAAKENSON GROUP HAAKENSON GROUP ITT TECH. ITT TECH. ITT TECH. ITT TECH. ITT TECH. NUR ADEN MAURICE BONEY, JR GRANGE INSURANCE HEARTLAND EXPRESS BRENT SIMMONS GLICK SHOSHANNA GLICK GLICK SHOSHANNA GLICK HRURES HRUSOBSKY RESIDENCE 04/04/16 06/07/16 08/15/16 08/15/16 09/19/16 10/17/16 10/17/16 11/16/16 12/31/16 12/31/16 12/31/16 11/29/16 12/31/16 PF-03070 PF-03119 PF-03177 PF-03178 PF-03212 PF-03259 PF-03260 PF-03301 MB-02487 MB-02486 MB-02431 MB-02381 MB-02482 REINSPECTION FEES REINSPECTION FEES REINSPECTION FEES REINSPECTION FEES REINSPECTION FEES REINSPECTION FEES FALSE ALARM #3 FALSE ALARM #4 FALSE ALARM #5 FALSE ALARM #3 FALSE ALARM #4 FALSE ALARM #5 FALSE ALARM #6 FALSE ALARM #7 WO#21601611 WO # 21601609 WORK ORDER 21601614 GOLF COURSE CURB DAMAGE WO #21601606 11/20/15 PF-02783 FALSE ALARM #3 12/10/15 PF-02900 FALSE ALARM #4 11/25/15 PF-02813 FALSE ALARM #3 000.342.400.00.00 000.342.400.00.00 000.342.400.00.00 000.342.400.00.00 000.342.400.00.00 000.342.400.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.342.800.00.00 000.359.900.00.00 000.359.900.00.00 000.359.900.00.00 Grand Total 85.00 110.00 60.00 60.00 60.00 60.00 435.00 150.00 200.00 200.00 150.00 200.00 200.00 200.00 200.00 1,617.56 3,773.82 2,006,03 1,590.64 1,409.30 11,897.35 150.00 200.00 150.00 500.00 12,832.35 to collections 2/19/2016, Unresponsive to collections 5/19/2016, Unresponsive to collections 3/3/16, unresponsive to collections 2/19/16, unresponsive to collections 6/29/16, unresponsive to collections 8/17/15, unresponsive to collectons 5/19/16, unresponsive to collections 7/14/16, unresponsive to collections 10/21/16, unresponsive to collections 10/21/16, unresponsive to collections 10/21/16, unresponsive to collections 11/21/16, unresponsive to collections 11/21/16, unresponsive to collections 1/5/17, unresponsive 9/17/17 to insurance, unresponsive 3/10/17 filed claim w/ins, 2/5/18 missing info insurance exp, 2/10/17 left owner msg, unresponsive to collections 1/5/17, unresponsive to collections 6/26/17, unresponsive to collections 12/30/15, unresponsive to collections 1/14/16, unresponsive to collectons 12/30/15, unresponsive 98 Finance Committee Minutes November 6, 2018 F. 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 false alarm fees equaling $12,397.35, miscellaneous billings equaling $435.00 and NSF checks equaling $435 for a total of $12,832.35. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 19, 2018 REGULAR CONSENT AGENDA. III. MISCELLANEOUS Adjourned at 5:48 p.m. Committee Chair Approval Minutes by PM 99