HomeMy WebLinkAboutReg 2004-11-01 Item 7A - Resolution - Cancellation of Past Due Accounts Receivable and Returned Check Write-Offs COUNCIL AGENDA SYNOPSIS
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i ITEM': INF.ORMATION
I CAS NUMBER: 04-152 I ORIGINAL AGENDA DATE: 11/1/04
AGENDA PVEM TITLE Resolution ordering cancellation of Past Due Accounts Receivable and Returned
Check Write -offs.
CATEGORY Discussion Motion E Resolution Ordinance Bid Award Public Hearing Other
Mtg Date Mtg Date Mtg Date 10/18/04 Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayon Adm Svcs DCD Finance Fire Legal P &R Police Pr
SPONSOR'S There are certain receivables that have been deemed uncollectible and need to be removed
SUMMARY from the Accounts Receivable Ledger. See Staff Report.
RIWIEWED BY COW Mtg. CA &P Cmte El F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA'Z'E: 10/18/04
RECOMMENDATIONS:
SPONSOR /ADMIN. Move to November 1, 2004 Regular Meeting
COMMI'ITIE Move to November 1, 2004 Regular Meeting
C FUND- SO
EXPENDITURE RF,QUTRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$N /A $N /A $N /A
Fund Source: N/A
Comments:
MTG DATE I rA t .RE,CORD O F:000NCIL ACTION
11/1/04 1
MTG. DATE ATTACHMENTS
11/1/04 1 Staff Report dated October 14, 2004
Resolution (1-�,i a prr -E)
Minutes from October 18, 2004 Finance Safety Committee meeting
MEMORANDUM
From:
Mayor / City Council
Alan R.. Doerschel (].~{J
To:
Date:
October 14, 2004
Subject:
CANCELLATION OF ACCOUNTS RECEIVABLE
The annual proposed resolution totaling $2,433.89 reflects amounts deemed
un-collectible. The items listed have been through the City's collection
program and have not been successfully resolved. Although we are writing
them off the "official" . City books, these amounts will still be subject to
collection. False alarms account for $643.00, NSF checks $286.35 and all
others total $1,504,54. The funds affected will be properly adjusted.
The process for tracking accounts receivable is quite thorough. The steps
below are followed prior to the attachedwrite-offresolution:
. Invoice is sent to recipient by the Finance Department, payable in 30
days.
. A second notice is then sent specifying due date before receivable is
forwarded to collection agency.
. Collection agency sends a series of three letters for the original amount
due, with the final letter advising that legal action will be taken if
payment is not made. If there is no response from debtor after the first
letter in the series, the debt is then reported to the National Credit
Bureaus.
. Collection agency then pursues legal action after the debtor is given a
final opportunity to dispute the claim. This includes attaching checking
accounts, garnishments, lawsuits and other legal methods.
The items on the proposed resolution reflect those that have been through the
process above and receivables are still due with the likelihood of collection
being very low. We do collect amounts after write-offs, but very seldom.
The City cannot.revoke or deny a business license for non-payment of an
accounts receivable claim.
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of
"I-;- City Washington
Resolution No.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, ORDERING THE CANCELLATION OF PAST DUE
ACCOUNTS RECEIVABLE AND RETURNED CHECK WRITE -OFFS.
l,.
WHEREAS, certain receivables and checks have been deemed uncollectible 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,
li, WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
f pi r
f Section 1. Miscellaneous Accounts Receivable. The total of $2,433.89 is deemed
uncollectible. See Attachment A.
COUNCIL OF THE CITY O TUKWILA WASHINGTON,
CITY CO
PASSED BY THE C 2004.
at a Regular Meeting thereof this day of
Al "1'hST /AUT'HENTICATED:
Jim Haggerton, Council President
Jane E. Cantu, CMC, City Clerk
APPROVED AS TO FORM:
;'A Filed with the City Clerk
By Passed by the City Council
Office of the City Attorney Resolution Number
1
;r;; Write Offs 10/29/04
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Finance and Safety Committee
October18,2004
Present:
Dave Fenton, Chair; Joan Hernandez, Dennis Robertson
Alan Doerschel,Darlene Heskett, Rhonda Berry, Peter Beckwith, Lucy
Lauterbach; Kevin Fuhrer; resident Ron Phelps
1. AmendmenttoPublic DefellderContract . David Kirshenbaum's finn has handled public
defender services for the City for many years. Their reputation is very good, and they have not
had a pay increase for three years. They asked for an increase of 6%, to $9,OOO/month, or
$1 08,000/year.Darlene had compared their cost to similar costs of defense attorneys for King
County and for the national average. The annual cost for those attorneys was $292,740 at King
County and $328,000 nationally. Tukwila gets a very good rate for good work. Recommend
contract to COW.
,J,/2o.C3ncelbitlOnOf A. ccounts Receiv..able . Each year Alan has to write offuncollectable bills
1'owed by people. This year there are fewer write offs; Alan said they were the lowest they've
been in ten years. The fines they owe are mostlyfrom fire inspection fees when they fail multiple
times and need to be retested. There are disputes between the equipment providers and the clients
who fail the tests. One family, the McCoy residence,.had fourteen charges for false alarms, with
five on one day. Alan thoughtthey'dleft town. Recommend resolution to Ref!ular Meetin!!.
3. Annual Write-Off of Warrants. Checks and Gift Certificates Just as the City writes off
uncollectablebills, they also write offuncashed checks from the City to individuals or
companies. The largest number of gift. certificates that were not cashed in were from golf course
certificates. One water cUstomer who the City owes money to was also listed in the accounts
receivable list. Recommend issue to Ref!ular Meetin!!.
4. Animal Control Issue The City Attorney's office had drafted new language for, the animal
control ordinance. The new language gives the City specific authority that had been!listed for
King County to do. The appeal process is also being changed to go the City's hearing exa.rpjner
rather than King County's. The Committee heard from Ron Phelps who lives next to three pit
bulls that escape with some regularity. He cannot use his back yard because the dogs are so loud
in their barking and charging the fence whenever anyone is in Ron's yard. Ron is not anxious to
complain because the home with the dogs has retaliated in the past when people have
complained about the dogs. All the negatively affected people are somewhat fearful ofthe house
and the dogs that have gotten out at least six times in the past year. Ron said the pit bulls could
eat his small dogs easily if they were in the yard when the pit bulls escaped. Peter did not know
if the City could regulate back yard behavior, but said he' would check. At the next Committee
meeting Walt Washington, the head of Animal Control, will be invited. Reschedule.
5.Clearnath Consultant Af!reement Alan noted that this Agreement had been in Committee
last month, andit has been refined and changed according to the Committee's wishes. The Scope
of Services had one new item of providing technical assistance to the new Economic
Development Administrator, and the Committee recommended deleting that. Otherwise they
recommended thecontractto Council. Recommend contract to COW.