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Home My WebLink AboutReg 2022-09-19 Item 5D - Resolution - Cancellation of Past Due Accounts ReceivableCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by Mayor's review Council review 09/19/22 CW ITEM INFORMATION ITEM No. 5.D. STAFF SPONSOR: VICKY CARLSEN ORIGINAL AGENDA DATE: 09/19/22 AGENDA ITEM TITLE Resolution Ordering the Cancellation of Past Due Accounts Receivable CATEGORY ❑ Discussion Mtg Date ❑ Motion Mtg Date 0 Resolution ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Pub&Heating Mtg Date ❑ Other Mtg Date Mtg Date 09/19/22 SPONSOR ❑Council ❑Mayor HR ❑Fire TS P&R ❑Po§ce ❑PlV ❑Court DCD eFinance SPONSOR'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. REVIEWED BY ❑ C.O.W. Mtg. ❑ CDN Comm ❑ Trans &Infrastructure ❑ Arts Comm. DATE: 09/12/22 // Finance Comm. ❑ Public Safety Comm. Comm. ❑ Planning Comm. CHAIR: QUINN ❑ Parks COMMITTEE RECOMMENDATIONS: SPONSOR/ADMIN. CoMMII Finance Department Approval; Forward to Regular Meeting Consent Agenda IEE Unanimous COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 9/19/22 Informational Memorandum dated 9/12/22 Resolution in draft form Attachment A - 2022 Write -Offs Attachment B - Historical Write -Offs Minutes from the 9/12/22 Finance and Governance Committee 14 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Vicky Carlsen, Finance Director BY: Cindy Wilkins, Fiscal Specialist CC: Mayor Ekberg DATE: 9/12/2022 SUBJECT: Cancellation of Accounts Receivable ISSUE Each year a resolution comes before the Council for the cancellation of uncollectable accounts receivable. For 2022, these items include: False Alarms equaling $27,866.60, Miscellaneous Billings equals $6,457.85 for a grand total of $34,324.45. 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. • 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 2022 Cancellation of Accounts Receivable is $34,324.45. This is an annual housekeeping item. 15 INFORMATIONAL MEMO Page 2 FINANCIAL IMPACT The financial impact of cancelling $34,324.45 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 except for 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 09/19/22. ATTACHMENTS Proposed Draft Resolution Attachment A — 2022 AR Write -Offs Attachment B — Historical Write -Offs 16 11111111111111 IIIIIII A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, ORDERING THE CANCELLATION OF PAST DUE ACCOUNTS RECEIVABLES WHEREAS, certain receivables and checks 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 $34,324.45 (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 , 2022. ATTEST/AUTHENTICATED: Christy O'Flaherty, MMC, City Clerk Thomas McLeod, Council President APPROVED AS TO FORM BY: Office of the City Attorney Filed with the City Clerk: Passed by the City Council: Resolution Number: Page 1 of 1 17 18 Attachment A - 2022 AR Write -Offs Eden Acctl Customer Name I Inv Date I EDEN (Billing Description SGL Account (Inv Amount 000139 ALLIANCE ONE RECEIVABLES MGMT 000138 ALLIANCE ONE RECEIVABLES MGMT 000420 INTEGON NATIONAL INSURANCE 000419 SIMON SEK 06/01/20 RN -00179 ALLIANCE ONE JUN/2020 RENT 05/01/20 RN -00178 ALLIANCE ONE MAY/2020 RENT 11/04/20 PW -00161 CLAIM PAC2019-21 11/02/20 PW -00160 PAC2019-33 (21901615) RYDTRU RYDER TRUCK RENTAL INC 05/22/20 000428 VIRTUAL SPORTS TUKWILA WA LLC 12/01/20 RYDTRU RYDER TRUCK RENTAL INC 07/23/20 RYDTRU RYDER TRUCK RENTAL INC 11/10/20 RYDTRU RYDER TRUCK RENTAL INC 11/19/20 RYDTRU RYDER TRUCK RENTAL INC 12/01/20 RYDTRU RYDER TRUCK RENTAL INC 12/23/20 RYDTRU RYDER TRUCK RENTAL INC 12/31/20 000207 CHURCH BY THE SIDE OF THE ROAD 03/13/20 000214 US HEALTHWORKS MED GRP OF WA P 03/13/20 000237 0 & E LIQUOR LLC 03/13/20 000352 SEATTLE'S BEST FLOORS LP 11/19/20 000388 AZ TRADING INC 03/13/20 000399 TRIPLED PARTNERSHIP 06/11/20 000412 KIDDER MATTHEWS 11/30/20 000416 MOHAMMED ABAS 10/19/20 000421 EMERALD CITY MOVING & STORAGE 11/09/20 000427 WINNING CHRISTIAN CENTER 11/10/20 000435 COMCAST CABLE COMM MGMTT LLC 12/02/20 000444 SHERWIN WILLIAMS COMPANY 12/22/20 000446 HOLMES ELECTRIC 12/23/20 000450 VERTIV CORPORATION 12/23/20 000451 KING CO TRANSIT 12/31/20 MENSWE MEN'S WEARHOUSE 12/01/20 REGALC REGAL CINEMAS INC 11/30/20 RYDTRU RYDER TRUCK RENTAL INC 02/11/20 UPSSUP UPS SUPPLY CHAIN SOLUTIONS 12/01/20 000211 PETSMART INC #377 11/19/20 000389 SOUND PAIN ALLIANCE PLLC 03/13/20 000424 RAINIER CANCER CENTER PLLC 11/10/20 000426 VIRTUAL SPORTS TUKWILA WA LLC 11/10/20 000205 GRAINGER 11/30/20 000208 CHURCH BY THE SIDE OF THE ROAD 12/02/20 000407 RICHARD L NELSON 11/30/20 000425 RAINIER CANCER CENTER PLLC 12/31/20 000436 COMCAST CABLE COMM MGMTT LLC 12/23/20 000447 HOLMES ELECTRIC 12/31/20 LEAV LEAVITT MACHINERY USA INC 07/23/20 OLDN OLD NAVY LLC 12/31/20 UPSSUP UPS SUPPLY CHAIN SOLUTIONS 12/31/20 RYDTRU RYDER TRUCK RENTAL INC 03/13/20 000417 MOHAMMED ABAS 12/22/20 000400 TRIPLE D PARTNERSHIP 11/19/20 JACKSO JACKSON DEAN CONSTRUCTION 12/31/20 000212 PETSMART INC #378 12/22/20 000370 SINGH, TARAN DG FOODS 05/22/20 000390 SOUND PAIN ALLIANCE PLLC 07/23/20 000411 MADRONA SPECIALTY FOODS LLC 11/10/20 PF -04077 PD -00364 PF -04101 PD -00311 PD -00334 PD -00365 PD -00400 PD -00430 PF -04057 PF -04055 PF -04046 PD -00328 PF -04056 PF -04080 PD -00344 PF -04113 PD -00297 PD -00320 PD -00374 PD -00395 PD -00402 PD -00407 PD -00423 PD -00358 PD -00347 PF -04043 PD -00353 PD -00333 PF -04058 PD -00310 PD -00319 PD -00350 PD -00372 PD -00345 PD -00434 PD -00408 PD -00432 PF -04100 PD -00428 PD -00420 PF -04052 PD -00390 PD -00326 PD -00438 PD -00399 PF -04075 PF -04110 PD -00304 POLICE FALSE ALARM #10 & 11 POLICE FALSE ALARM #13 POLICE FALSE ALARM #15-17 POLICE FALSE ALARM #19 POLICE FALSE ALARM #20-21 POLICE FALSE ALARM #22 POLICE FALSE ALARM #23-26 POLICE FALSE ALARM #27 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3 POLICE FALSE ALARM #3-4 POLICE FALSE ALARM #3-4 POLICE FALSE ALARM #3-4 POLICE FALSE ALARM #3-6 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 POLICE FALSE ALARM #4 - 7 POLICE FALSE ALARM #4 - 8 POLICE FALSE ALARM #4-5 POLICE FALSE ALARM #4-5 POLICE FALSE ALARM #5 POLICE FALSE ALARM #5 POLICE FALSE ALARM #5 POLICE FALSE ALARM #5 M R003100-362500/640-237104 M C009100-362500/640-237104 GF000100-398000 GF000100-398000 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 1,049.41 1, 049.41 2,098.82 779.76 1,615.07 2,394.83 400.00 200.00 600.00 200.00 400.00 200.00 800.00 200.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 150.00 350.00 350.00 350.00 750.00 200.00 200.00 200.00 200.00 200.00 200.00 200.00 200.00 200.00 800.00 1,000.00 400.00 400.00 200.00 200.00 200.00 200.00 Attachment A - 2022 AR Write -Offs Eden Acctl Customer Name I Inv Date I EDEN (Billing Description SGL Account (Inv Amount TUKSVC GIVING 000371 000410 000194 000411 000427 000151 000390 000412 000442 GIVING 000195 000413 KEYBA2 000441 000369 000193 000423 RYDTRU 000150 000461 TUKWILA SERVICE CENTER GIVING TREE LEARNING CENTER IN SINGH, TARAN DG FOODS HABITAT FOR HUMANITY SEA/KC SEATTLE CHAR LLC HABITAT FOR HUMANITY SEA/KC VIRTUAL SPORTS TUKWILA WA LLC BURLINGTON COAT FACTORY OF WA KING LASIK INC PS HABITAT FOR HUMANITY SEA/KC MARINERPOLIS USA INC GIVING TREE LEARNING CENTER IN SEATTLE CHAR LLC HABITAT FOR HUMANITY SEA/KC KEY BANK NATIONAL ASSN MARINERPOLIS USA INC SINGH, TARAN DG FOODS SEATTLE CHAR LLC LIFE OF DECOR LLC RYDER TRUCK RENTAL INC BURLINGTON COAT FACTORY OF WA JUDGE SMITH 000391 KING LASIK INC PS SEFNCO SEFNCO 11/19/20 11/10/20 06/11/20 11/09/20 06/11/20 11/19/20 11/19/20 12/22/20 12/31/20 12/22/20 12/31/20 12/23/20 07/23/20 12/31/20 11/09/20 12/22/20 04/06/20 04/06/20 11/10/20 04/06/20 04/06/20 12/31/20 PD -00339 PD -00316 PF -04088 PD -00298 PF -04084 PD -00324 PD -00340 PD -00397 PD -00442 PD -00388 PD -00418 PD -00411 PF -04099 PD -00422 PD -00300 PD -00383 PF -04062 PF -04059 PD -00302 PF -04061 PF -04060 PW -00183 POLICE FALSE ALARM #5 POLICE FALSE ALARM #5-7 POLICE FALSE ALARM #6 POLICE FALSE ALARM #6 POLICE FALSE ALARM #7 POLICE FALSE ALARM #7 POLICE FALSE ALARM #7-12 POLICE FALSE ALARM #8 POLICE FALSE ALARM #8 POLICE FALSE ALARM #8 POLICE FALSE ALARM #8 POLICE FALSE ALARM #8 POLICE FALSE ALARM #8 - 10 POLICE FALSE ALARM #9 POLICE FALSE ALARM 3 - 5 POLICE FALSE ALARM 3-7 POLICE FALSE ALARMS #3-4 POLICE FALSE ALARMS #3-5 POLICE FALSE ALARMS #4 POLICE FALSE ALARMS #8-9 POLICE FALSE ALARMS 3-6 PW CLAIM PAC2020-23 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 PD010100-342800 GF000100-398000 12/31/20 PM -00139 WO 21840133 6700 FORT DENT WAY PW401801-379002 10/21/20 PW -00155 WO 22040113 PW401800-343403 200.00 600.00 200.00 200.00 200.00 200.00 1,200.00 200.00 200.00 200.00 200.00 200.00 600.00 200.00 550.00 950.00 350.00 550.00 200.00 400.00 750.00 6,666.60 27,866.60 96.33 96.33 1.867.87 1,867.87 Total Write-offs: 34,324.45 Attachment B - Historical Write -Offs Resolution 1777 2012 $ 8,777.89 Resolution 1805 2013 $ 30,702.97 Resolution 1843 2014 $ 36,240.62 Resolution 1865 2015 $ 27,887.91 Resolution 1893 2016 $ 47,680.46 Resolution 1916 2017 $ 9,005.25 Resolution 1948 2018 $ 12,832.35 Resolution 1969 2019 $ 53,109.56 Resolution 2001 2020 $ 17,285.74 Resolution 2031 2021 $ 5,492.03 21 22 City of Tukwila City Council Finance & Governance Committee Meeting Minutes September 12, 2022 - 5:30 p.m. - Hybrid Meeting; Duwamish Conference Room & MS Teams Councilmembers Present: De'Sean Quinn, Chair; Kate Kruller Thomas McLeod Staff Present: Rachel Bianchi, Laurel Humphrey, Vicky Carlsen I. BUSINESS AGENDA A. Resolution: Cancellation of Outstanding General Fund Claims and Payroll Checks Staff is seeking Council approval of the annual resolution cancelling uncollectable accounts receivable in the total amount of $34,324.45. Committee Recommendation Unanimous approval. Forward to September 19, 2022 Regular Consent Agenda. B. Resolution: Cancellation of Past Due Accounts Receivables Staff is seeking Council approval of the annual resolution writing off outstanding and unredeemed accounts payable in the total amount of $8,723.15. Committee Recommendation Unanimous approval. Forward to September 19, 2022 Regular Consent Agenda. C. 2023-2024 Budget: Firemen's Pension Fund Staff presented the proposed budget for Fund 611, Firemen's Pension, which supports seven retired firefighters. Committee Recommendation Forward to September 12, 2022 Committee of the Whole. D. Resolution: City Property Naming Policy Staff is seeking Council approval of a resolution adopting an updated policy on naming city - owned property. Item(s) for follow-up: • Remove 75% approval requirement for street renaming • Add "people of Tukwila" to Section 4(A)(8) • Add ability for Council to request a recommendation from a specific Board or Commission. Committee Recommendation Unanimous approval as amended. Forward to September 26, 2022 Committee of the Whole. MISCELLANEOUS The meeting adjourned at 5:56 p.m. Committee Chair Approval 23