HomeMy WebLinkAboutCOW 2011-10-10 Item 4D - Resolution - Cancellation of Past Due Accounts Receivable and Returned Check Write-OffsCOUNCIL AGENDA SYNOPSIS
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Meeting Date Prepared by Mayor's review I Council mien
10 /10 /11 PM I A ss I CJIT I 4 .D.
10/17/11 PM I
ITEM INFORMATION
STArr SPONSOR: PEGGY MCCARTHY O iIGINAI_ AGENDA DA TE: 10/10/11
A resolution ordering cancellation of Past Due Accounts Receivable and Returned
Check Writeoffs.
G�'I'I;GOxv Discussion Motion Resolution Ordinance Bid.Award Puhlic Nearing Other
lltg Date 10/10/11 112tg Date All Date 10/17/11 12tg Date DQtg Date D�Itg Date Alt
g Date
SPONS��R Council Mayor HR DCD Finance E] Fire IT P &R Police P'I1
SPO NSOR'S There are certain receivables that have been deemed uncollectible and need to be
SUnlnd: \RY removed from the Accounts Receivable Ledger. The Council is being asked to consider and
approve the resolution.
RI I3Y cow Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 10/4/11 COMMITTEE CIAIR: HOUGARDY
RECOMMENDATIONS:
SP0NSOR /ADM1N. Finance
C0-i\7MPI 'r'ETs Unanimous Approval; Forward to Committee of the Whole
COST IMPACT FUND SOURCE
EXIT,NI)HURF, QUIRED AMOUNTBUDGETED APPROPRIATION REQUIRED
$N /A $N /A $N /A
.Fund Source:
Con nzents:
I MTG.DATEI RECORD OF COUNCIL ACTION
10/10/11
10/17/11
I MTG.DATEI ATTACHMENTS
10/10/11 I Informational Memorandum dated 9/30/11
Resolution in draft format, with Attachment A
Minutes from the Finance and Safety Committee meeting of 10/4/11
10/17/11
39
.s
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Peggy McCarthy, Interim Finance Director
DATE: September 30, 2011
SUBJECT: Cancellation of Accounts Receivable
ISSUE
Each year a resolution comes before the Council for the cancellation of uncollectible accounts
receivable. For 2011, these items include: False Alarms equaling $675.00, Miscellaneous
Billings equaling $92,770.37 and NSF Checks equaling $218.00, in the total amount of
$93,663.37. The items listed have been through the City's collection program or are party to
bankruptcy and have not been successfully resolved.
BACKGROUND
The process for tracking accounts receivable is quite thorough. The steps below are followed
prior to the attached write -off resolution:
Invoice is sent to recipient by Finance Department payable in 30 days.
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 letter 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.
DISCUSSION
The proposed miscellaneous billings write -offs are significantly higher than prior years. Of the
total listed, $75,595.31 is due to the following: $12,158.54 from hit and runs where the driver is
unknown, $45,438.57 is attributable to accidents causing damage to City property where the
driver was uninsured, and $17,998.20 is the City's portion after our deductible or other
insurance payments. The items on the proposed resolution reflect those that have been
through the process referenced above, and receivables are still due with the likelihood of
collection being very low. We do collect amounts after write -offs, but very seldom.
RECOMMENDATION
The Council is being asked to consider this item at the October 10, 2011 Committee of the
Whole meeting and subsequent October 17, 2011 Regular meeting.
ATTACHMENTS
Draft Resolution, with Attachment A
41
42
s
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.
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,
WASHINGTON, HEREBY RESOLVES AS FOLLOWS:
Miscellaneous Accounts Receivable and Returned Checks. The total of
$93,663.37 is deemed uncollectible. See Attachment A.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Regular Meeting thereof this day of 1 2011.
ATTEST /AUTH ENTICATED:
Christy O'Flaherty, CMC, City Clerk Allan Ekberg, Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Shelley M. Kerslake, City Attorney
Attachment A Past -Due Accounts Receivable and Returned Check Write -offs
as of September 30, 2011
W: \Word Processing \Resolutions \Past Due Accts Recv Write -offs 9 -28 -11
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FINANCE AND SAFETY COMMITTEE
Meeting Minutes
October 4, 2011— S: 00 p.m; Conference Room 93
City Of Tukwila
Finance and Safety Committee
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joan Hernandez and Dennis Robertson
Staff: Peggy McCarthy, Derek Speck and Joyce Trantina
CALL TO ORDER.: Chair Hougardy called the meeting to order at 5:00 p.m.
I. MISCELLANEOUS (UNANIMOUS APPROVAL TO MOVE MISCELLANEOUS TO ITEM I.)
The group discussed the proposed changes regarding the RGRL: the possible exemption for non profits from
the RGRL fee, combining RGRL fees with business license fees; and the need to make some minor
housekeeping changes. The Committee asked Councilmember Robertson to review the legalities affecting the
distinction for non- profits, i.e. 501 -3C status, number of employees, etc. He will talk with the City Attorney's
office regarding other cities, and how they address the issue of exemptions for non -profit businesses. He will
share this information with the Finance and Safety Committee at their October 18"' meeting.
Staff was asked to return to the Finance and Safety Committee on October 18` with 3 separate draft
ordinances that cover the above issues.
II. BUSINESS AGENDA
A. Interlocal As4reement with Tukwila Metropolitan Park District: General Fund Loan
Staff is seeking Council approval to enter into an interlocal agreement with the Tukwila Metropolitan
Park District for a loan from the City's General Fund in an amount not to exceed $1,100,000.
After discussion, the group recommended 3 changes to the interlocal agreement: Page 2, Paragraph 3.1.a
Monetary Defaults. Add "Executive Director" after the words, Park District. Page 3, No. 5: add
"Interim" before Executive Director in the first Paragraph, and under notification section, "Park District
Staff was asked to make the above changes to the interlocal agreement, and have the agreement, as well
as the resolution, reviewed by Tukwila City Attorney's office, and also by the Metropolitan Park District
attorney, prior to the October 10` Metropolitan Park District Meeting.
Staff was also asked to provide a more specific report detailing where the City's funds will be coming
from. Finance will also provide a debt service table for review.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 10, 2011 COW FOR DISCUSSION,
INCLUDING THE CHANGES NOTED ABOVE.
B. Resolution Reaardina Annual Cancellation for Accounts Receivable
Staff is seeking full Council approval of an annual resolution to cancel (write -off) account receivables
deemed uncollectible. This year's annual account receivable write -off totals $93,663.37.
Staff reviewed the process by which accounts receivable determines items as uncollectible. This year's
write -offs are higher than years past due to accidents caused by unknown or uninsured motorists.
UNANIMOUS APPROVAL. FORWARD TO OCTOBER 10 COW FOR DISCUSSION.
47
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