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Home My WebLink About13. 19-103 FEBRUARY 26, 2019 19-103 RESOLUTION (CARRIED 7-0 LOST LAID OVER WITHDRAWN ) PURPOSE: CANCEL OUTSTANDING CHECKS; WRITE OFF DELINQUENT AND UNCOLLECTIBLE ACCOUNTS.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 RESLOVED by the Common Council of the City of Oshkosh that because the checks on the attached exhibit "A" ($2040.44) 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 each Account Number as follows: Acct. No. 0100-0908-6469-00000 ($10,896.89); and BE IT FURTHER RESOLVED that the proper City Officials are hereby authorized to write off, for accounting purposes only the attached water, sewer, and storm water utility accounts receivable, exhibit "C", "D", "E", with money for the purposes appropriated from each Account Number as follows: Acct. No. 0541-1890-6469-08903 ($3,633.91); and Acct. No. 0551-1950-6469-00000 ($3,381.62); and Acct. No. 0561-2050-6469-00000 ($1,738.76) TO: Honorable Mayor and Members of the Common Council FROM: Trena Larson, Director of Finance DATE: February 20, 2019 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 o Write-off bankruptcies. 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 $2,040.44 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, I do review the list 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 $10,896.89 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). Bankruptcy Write-Off's - This recommendation includes a total of $8,754.29 receivables from 2016-$1,383.43, 2017- $2,962.83, & 2018 — $4,408.03. These are amounts that have been discharged through bankruptcy proceedings. Once the Utility is notified of the discharge by the courts, these amounts are no longer collectible; therefore need to be written off (Exhibit C, D, and E). Finance Department City Hall, 215 Church Avenue P.O. Box 1130 Oshkosh, WI 54903-1130 920.236.5005 http://www.ci.ostikosh.wi.us FISCAL IMPACT The 'Cancel Outstanding Checks' item increases the City's cash position, while the 'Bankruptcy Write- Off's' item reduces the cash position of each of the respective utilities. 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, %e ra Z41j" Trena Larson Director of Finance Approved: Mark Rohloff 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 OUTSTANDING CHECK LISTING AS OF JANUARY 2017 FOR P AYROLL AND PAYABLES- EXHIBIT A PAYROLL ACCOUNT OUTSTANDING CHECKS AS OF JANUARY 2017 Check # Issue Date Payable to Amount Subtotal - Payroll $ - 2017 Check Cancellations $ 2,040.44 ACCOUNTS PAYABLE OUTSTANDING CHECKS AS OF JANUARY 2017 Check # Issue Date Payable to Amount 205963 1/20/2017 GARY R AKAVICKAS 253.67 206003 1/20/2017 CHERYL EDWARDS 4.89 206023 1/20/2017 JOHNSON BANK 127.54 206041 1/20/2017 N P E L R A 125.00 206202 1/27/2017 N P E L R A 125.00 206381 2/9/2017 GARY R AKAVICKAS 29.38 207051 3/17/2017 SHARI SAVER 45.00 207091 3/17/2017 MARK ZIEMER 38.78 207643 4/21/2017 CHARLES ZIEMER 20.00 207736 4/28/2017 VIKRAMJEET MULTANI 40.00 208028 5/12/2017 W S W P A 140.00 208346 6/1/2017 COLASOFT LLC 245.00 208574 6/15/2017 PHILLIP DUNNING 7.60 208585 6/15/2017 NEVAEH HEIMERL 10.00 208784 6/23/2017 WI TITLE CLOSING SERV. 271.40 208787 6/23/2017 CHARLES ZIEMER 10.00 209081 7/14/2017 BROOKVIEW ASSISTED LIV. 10.00 209205 7/14/2017 URBANESQUE SALON LLC 10.00 209454 7/28/2017 STAR PROPERTIES 7.29 209619 8/11/2017 LISA DREW 10.00 209643 8/11/2017 EMANUEL JACKSON 10.00 209660 8/11/2017 VICTORIA MCCARTHY 37.06 209695 8/11/2017 ALLIE SCHULS 10.00 209746 8/18/2017 BRANDON BLOEDORN 10.00 209850 8/18/2017 ZACHARY TIMMERS 2.61 210000 8/29/2017 NYA BARRETT 15.00 210009 8/29/2017 SEAN GAFFNEY 30.00 210038 8/29/2017 PARKER THORKILDSEN 9.00 210105 9/1/2017 NISSAN MOTOR CORP. 5.00 210152 9/8/2017 ALL AMERICAN DJ SERVICE 100.00 210459 9/21/2017 PIEPER ELECTRIC 86.00 211140 10/27/2017 TINA ZIEBELL 10.00 211590 11/27/2017 MARKESAN PUBLIC LIBRARY 15.00 211795 12/8/2017 AUSTIN MANN 21.40 211874 12/15/2017 MEGAN COVILLL 15.00 211920 12/15/2017 MIDWEST REALTY MANGEMEN 23.82 212045 12/22/2017 BETTER HOME HEATING 110.00 Subtotal - Payables $ 2,040.44 PAYROLL ACCOUNT OUTSTANDING CHECKS AS OF JANUARY 2017 Check # Issue Date Payable to Amount Subtotal - Payroll $ - 2017 Check Cancellations $ 2,040.44 ACCOUNTS RECEIVABLE WRITE-OFF'S 2018 EXHIBIT B ALEXANDER & BISHOP LTD GB 2332 05/13/2005 $9,259.93 OTTERSON RICHARD GB 46381 01/19/2018 $1,636.96 $10,896.89 Water Delinquent Accounts to be Written off as of December 31, 2018 - C Account Name Address Date Amount Reason 3086-115000.02 1221 EVANS ST 10/25/2016 638.71 BANKRUPTCY 1012-525000.00 352 W 7TH AVE 10/23/17 144.26 BANKRUPTCY 1013-630000.01 437 W 10TH AVE 11/28/17 550.50 BANKRUPTCY 2065-635000.01 751 DIVISION ST 11/15/17 508.74 BANKRUPTCY 1004-335000.02 157 W 19TH AVE 08/29/18 445.26 BANKRUPTCY 1012-470000.00 323 W 7TH AVE 4/4/2018 95.15 BANKRUPTCY 1033-195000.04 1733 MICHIGAN ST 1/3/2018 6.20 BANKRUPTCY 2044-925000.04 1012 DOVE ST 9/27/2018 377.67 BANKRUPTCY 2047-665000.01 1706 SHERIDAN ST 3/6/2018 236.89 BANKRUPTCY 2065-650000.02 815 DIVISION ST 6/18/2018 26.45 BANKRUPTCY 2066-550000.01 2025 N MAIN ST 5/2/2018 77.07 BANKRUPTCY 3073-725000.00 516 WAUGOO AVE 10/4/2018 97.09 BANKRUPTCY 3075-515000.00 575 HAZEL ST 2/14/2018 85.94 BANKRUPTCY 3097-875000.02 1711 NORTHPOINT ST 6/13/2018 290.05 BANKRUPTCY 3104-080000.00 1640 CRESTVIEW DR 5/31/2018 53.93 BANKRUPTCY $3,633.91 Sewer Delinquent Accounts to be Written off as of December 31, 2018 - Exhibit D Account Name Address Date Amount Reason 3086-115000.02 1221 EVANS ST 10/25/2016 536.39 BANKRUPTCY 1012-525000.00 352 W 7TH AVE 10/23/17 122.44 BANKRUPTCY 1013-630000.01 437 W 10TH AVE 11/28/17 655.67 BANKRUPTCY 2065-635000.01 751 DIVISION ST 11/15/17 431.79 BANKRUPTCY 1004-335000.02 157 W 19TH AVE 08/29/18 402.91 BANKRUPTCY 1012-470000.00 323 W 7TH AVE 4/4/2018 74.84 BANKRUPTCY 1033-195000.04 1733 MICHIGAN ST 1/3/2018 47.54 BANKRUPTCY 2044-925000.04 1012 DOVE ST 9/27/2018 340.92 BANKRUPTCY 2047-665000.01 1706 SHERIDAN ST 3/6/2018 211.63 BANKRUPTCY 2065-650000.02 815 DIVISION ST 6/18/2018 24.42 BANKRUPTCY 2066-550000.01 2025 N MAIN ST 5/2/2018 72.10 BANKRUPTCY 3073-725000.00 516 WAUGOO AVE 10/4/2018 89.64 BANKRUPTCY 3075-515000.00 575 HAZEL ST 2/14/2018 65.25 BANKRUPTCY 3097-875000.02 1711 NORTHPOINT ST 6/13/2018 256.37 BANKRUPTCY 3104-080000.00 1640 CRESTVIEW DR 5/31/2018 49.71 BANKRUPTCY $3,381.62 Storm Water Delinquent Accounts to be Written off as of December 31, 2018 - Exhibit E Account Name Address Date Amount Reason 3086-115000.02 1221 EVANS ST 10/25/2016 208.33 BANKRUPTCY 1012-525000.00 352 W 7TH AVE 10/23/17 87.78 BANKRUPTCY 1013-630000.01 437 W 10TH AVE 11/28/17 241.28 BANKRUPTCY 2065-635000.01 751 DIVISION ST 11/15/17 220.37 BANKRUPTCY 1004-335000.02 157 W 19TH AVE 08/29/18 201.55 BANKRUPTCY 1012-470000.00 323 W 7TH AVE 4/4/2018 114.90 BANKRUPTCY 1033-195000.04 1733 MICHIGAN ST 1/3/2018 45.03 BANKRUPTCY 2044-925000.04 1012 DOVE ST 9/27/2018 124.42 BANKRUPTCY 2047-665000.01 1706 SHERIDAN ST 3/6/2018 96.60 BANKRUPTCY 2065-650000.02 815 DIVISION ST 6/18/2018 16.07 BANKRUPTCY 2066-550000.01 2025 N MAIN ST 5/2/2018 36.47 BANKRUPTCY 3073-725000.00 516 WAUGOO AVE 10/4/2018 59.08 BANKRUPTCY 3075-515000.00 575 HAZEL ST 2/14/2018 73.78 BANKRUPTCY 3097-875000.02 1711 NORTHPOINT ST 6/13/2018 169.19 BANKRUPTCY 3104-080000.00 1640 CRESTVIEW DR 5/31/2018 43.91 BANKRUPTCY $1,738.76