HomeMy WebLinkAboutFIN 2023-09-11 Item 1C - Resolution - Cancellation of Past Due Accounts ReceivablesCity of Tukwila
Allan Ekberg, Mayor
INFORMATIONAL MEMORANDUM
TO: Finance & Governance Committee
FROM: Vicky Carlsen, Finance Director
BY: Cindy Wilkins, Fiscal Specialist
CC: Mayor Ekberg
DATE: September 11, 2023
SUBJECT: Cancellation of Accounts Receivable
ISSUE
Each year a resolution comes before the Council for the cancellation of uncollectable accounts
receivable. For 2023, these items include:
• Fire Department invoices
• Police False Alarms
• Public Works invoices
• Parks & Recreation invoice
GRAND TOTAL:
$6,723.17
35,450.00
26,995.72
1,666.66
$70,835.55
BACKGROUND
The process for tracking accounts receivable is quite thorough. The steps below are followed
prior to preparation of the attached write-off resolution.
• The Finance Department sends an invoice to a customer, 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.
• Next, 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 in pre -collect status have passed, the receivable then rolls over to active
collections. At the onset of active collections, a letter is sent to the debtor notifying them
of the change in status from pre -collect to active collections and advising that payments
must now be made through the collection agency.
• When in active collections status, the 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 2023 Cancellation of Accounts Receivable is $70,835.55. This is
an annual housekeeping item.
15
INFORMATIONAL MEMO
Page 2
FINANCIAL IMPACT
The financial impact of cancelling $70,835.55 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 on 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
September 18, 2023.
ATTACHMENTS
Proposed Draft Resolution
Attachment A — 2023 AR Write -Offs
Attachment B — Historical Write -Offs
16
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 $70,835.55 (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 , 2023.
ATTEST/AUTHENTICATED:
Christy O'Flaherty, MMC Cynthia Delostrinos Johnson
City Clerk Council President
APPROVED AS TO FORM BY:
Filed with the City Clerk:
Passed by the City Council:
Resolution Number:
Office of the City Attorney
Attachment A: 2023 AR Write -Offs
CC:\Legislative Development\Cancellation of outstanding Accts Receivables 8-25-23
Sherry Wright Review by Andy Youn
Page 1 of 1
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* Outstanding invoices from Eden were re -keyed into Finance Enterprise creating new invoice numbers.
Attachment A - 2023 Write -Offs
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* Outstanding invoices from Eden were re -keyed into Finance Enterprise creating new invoice numbers.
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01/03/2022
01/03/2022
LO ri WCN01 M •71- 01
LD ri CO LL�
N. N. CO L!) N N N .--i .--i .--i
O O O O O O O O O O
OO O O O O O O O O
6 6
a a a a as C7o_o_0_
N N N N N N
O1 Go L 1 O\
N.1 Go
N +--i
N 0 '.0 N \-i
+--� +--1
it
5
u-
0
d
0
W
2
(n
0
1-
J
W
2
US HEALTHWORKS MED GRP OF WA P
0
z_
2
H
J
Q
W
2
w }
O
=
O
< 0
W
W 0
> >
WELLS FARGO BANK NATL ASSOCIATION
XAYAMOUNGCHANH, HENRY
T CO T N
CO CO N- N- CO LO
010101010101
O O O O 0 0
O 0 0 0 0 0
0 0 0 0 0 0
0) ,
N N N
N
N N N 0
0 0 N O
O
0 0
BNSF RAILWAY COMPANY
KING LASIK INC PS
TUKWILA VILLAGE PHASE 2 OPPORT
VALHALLA BREWING & BEVERAGE CO
N T O)
N CO N-
CO CO CO
0 0 0 O
0 0 0 0
CV CD
Lf) CO
O CO_
O
N
PR007100-333933
SEATTLE KING CO PUBLIC HEALTH
O)
M
0
O
0 0 0 0 0
Total AR Write -Offs: $ 70,835.55
21
22
Attachment B - Historical Write -Offs
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
Resolution 2051
2022
$ 34,324.45
23