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Home My WebLink About04. 20-144 APRIL 14, 2020 20-144 RESOLUTION (CARRIED 7-0 LOST LAID OVER WITHDRAWN ) PURPOSE: CANCEL OUTSTANDING CHECKS; WRITE OFF DELINQUENT AND UNCOLLECTIBLE ACCOUNTS INITIATED BY: DEPARTMENT OF FINANCE BE IT RESOLVED by the Common Council of the City of Oshkosh that because the checks on the attached exhibit "A" ($3,471.46) have been outstanding for more than twelve months, the proper City officials are hereby authorized to notify Associated Bank of Oshkosh to stop payment on these checks and to credit the appropriate accounts the proper amounts. BE IT FURTHER RESOLVED that the proper City officials are hereby authorized to write off, for accounting purposes only, the attached general accounts receivable, exhibit "B", with money for this purpose appropriated from: Acct. No. 0100-0908-6469-00000-Uncollectible Accounts ($22,842.13) ACCOUNTS PAYABLE OUTSTANDING CHECKS - EXHIBIT A CHECK CHECK NUMBER DATE VENDOR NAME UNCLEARED 212372 01/12/2018 OSHKOSH HEATING &AIR LLC 15.50 212375 01/12/2018 PAUL J KOCH & RENEE MARES 188.52 212569 01/19/2018 ROBERT SALAMON 90.00 212759 01/26/2018 MICHAEL J &AMY B FOLEY 156.46 213247 02/23/2018 A E MANAGEMENT LLC 30.34 213256 02/23/2018 JASON R CRAM 166.99 213735 03/23/2018 STATE OF WI DEPT OF TRANSPORTATION 89.94 213910 04/06/2018 SARAH ELIZABETH MC ANINCH 10.00 214142 04/20/2018 QUANDT PLUMBING LLC 50.00 214230 04/26/2018 Shaun Harris 100.00 214876 06/01/2018 GEORGE ANDREW HORAN 20.00 215239 06/22/2018 HOME PRO SERVICES 13.00 215252 06/22/2018 YOSS HEATING & COOLING LLC 16.00 215422 06/29/2018 Jenny Lee 16.00 215895 07/27/2018 Heather Taylor 57.75 216121 08/10/2018 RYAN HAWLEY 6.00 216217 08/17/2018 JAMES M / CAR] L DUGGAN 14.04 216224 08/17/2018 MICHELLE OBERTS 2.00 216283 08/24/2018 GLASSTEC LLC 55.00 216368 08/30/2018 Tim Casiana 2.00 216369 08/30/2018 Victoria Kidwiler 5.03 216823 09/27/2018 Adessa Schoening 6.00 216826 09/27/2018 Erik Kallio 17.43 217240 10/19/2018 BRANDON ELLENBECKER-KALMUS 12.00 217244 10/19/2018 JAIMIE GRIESBAUM 18.00 217687 11/16/2018 FEDERAL NATIONAL MORTGAGE ASSOC 652.44 217858 11/29/2018 Timothy Miller 75.00 217956 11/30/2018 WI DEPT OF SAFETY AND PROFESSIONAL SERVICES 30.00 217980 12/07/2018 GEORGE ANDREW HORAN 10.10 218103 12/14/2018 M SIX INTERNATIONAL PROPERTIES LLC 1,388.88 218154 12/20/2018 Andy Dang 12.99 218368 12/28/2018 SIGNS AND DESIGNS 5.10 218402 12/28/2018 ROBERT STEIN 100.00 609918 7/13/2018 FOWLER, WILLIAM R 30.95 610273 11/16/2018 HAFLEY, VERONICA N 8.00 TOTAL $3,471.46 i ACCOUNTS RECEIVABLE WRITE-OFF'S - EXHIBIT B Customer Name Invoice Date Amount Description AFC TRANSPROT 11/29/2019 737.12 Property Damage Pedestrian Signal RICHARD OTTERSON 1/19/2018 1,636.96 Property Damage Acorn Light SCOTT BARRY 8/13/2019 2,647.13 Property Damage Streetlight VANESSA COEY 8/13/2019 2,441.40 Property Damage Traffic Signal RANDY BOGGS 11/13/2018 1,817.42 Property Damage Traffic Signal ANDRE CARROLL 11/13/2018 2,569.19 Property Damage Dec Pole DAVID MACK 7/18/2018 8,115.08 Property Damage Traffic Signal KATELYN ROBINETT 2/27/2019 2,409.14 Property Damage Traffic Signal ROBERT VERHAGEN 06/14/2019 62.58 Bulk Water Used ROBERT VERHAGEN 06/14/2019 66.26 Bulk Water Used ROBERT VERHAGEN 10/18/2018 66.39 Bulk Water Used ROBERT VERHAGEN 01/11/2019 66.62 Bulk Water Used ROBERT VERHAGEN 11/10/2018 66.63 Bulk Water Used ROBERT VERHAGEN 02/16/2019 70.00 Bulk Water Used ROBERT VERHAGEN 12/13/2018 70.21 Bulk Water Used TOTAL $22,842.13 • Is, of Oshkosh TO: Honorable Mayor and Members of the Common Council FROM: Russ Van Compel, Director of Finance DATE: April 6, 2020 RE: Cancel Outstanding Checks/Write-Off Delinquent & Uncollectible Accounts BACKGROUND As part of the year-end process, staff reviews outstanding checks, past due accounts receivables, and bankruptcy accounts; and requests that Council approve the following: o Cancel outstanding accounts payable and payroll checks that were issued more than 1 year ago, and up to 2 years ago, • o Adjust our accounting records to reflect the likelihood that we may not collect past due receivables (various purposes), and ANALYSIS This is an annual process that is completed to maintain current and accurate records. The details for each section are as follows: Cancel Outstanding Checks—Per the detailed sheets, this recommendation includes $3,471.46 of combined accounts payable, payroll, and miscellaneous checks. Please note that it is very possible/likely that a substantial number of these checks have been cashed but did not make it back through the federal banking system to be charged against our accounts. However, the list is reviewed and staff makes contact with those payees with outstanding check amounts greater than $100.00. Also, if at any time in the future any of the checks are presented for payment, the City will honor them (Exhibit A). Delinquent Invoice Write-Off's -This recommendation includes $22,842.13 of receivables. It is the City's policy to adjust our accounting records to reflect the likelihood that these receivables may not be collectible. This is an accounting entry only and does not relinquish the obligor of the debt as collection efforts are still taking place on these accounts (Exhibit B). (0100-0908-6469-00000-Uncollectible Accounts.) Finance Department City Hall,215 Church Avenue P.O.Box 1130 Oshkosh,WI 54903-1130 920.236.5005 http://www.ci.oshkosh.wi.us FISCAL IMPACT The 'Cancel Outstanding Checks' item increases the City's cash position; however, the 'Delinquent Invoice Write-Off's' item will not change the City's cash position. Rather, this will affect our financial statements in that they lower the accounts receivable amounts stated in those documents. RECOMMENDATION Staff recommends that Council authorize this resolution to execute these transactions as outlined. Respectfully Submitted, Approved: Russ Van Compel Mark Rohloff Director of Finance City Manager Finance Department City Hall,215 Church Avenue P.O.Box 1130 Oshkosh,WI 54903-1130 920.236.5005 http://www.ci.oshkosh.wi.us