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Home My WebLink About06-27-16 C2. Accounts Payable Write-Offs Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brian LaMeres, City Controller Anna Rosenberry, Director of Administrative Services SUBJECT: Request for authorization to write off stale-dated Accounts Payable checks and stale-dated NSF checks from the City’s general accounting ledger. MEETING DATE: June 27, 2016 AGENDA ITEM TYPE: Consent RECOMMENDATION: The City Commission grants the request to write off from the City’s general accounting ledger the following items: • Stale-dated Accounts Payable checks issued by the City but never cashed by the recipient • Stale checks issued to the City but returned by the bank due to non-sufficient funds (NSF) or unresolved credit card chargebacks. BACKGROUND: The Finance Department is presenting you with (1) a list of stale-dated checks (checks written by the City over a year ago which have not been cashed by the recipient), (2) a list of checks and credit card payments issued to the City by customers over a year ago, but returned by the bank due to non-sufficient funds or returned as a chargeback by the credit card provider. Section 7-6-4303 MCA states that the City may cancel municipal warrants and checks written by the City which have remained outstanding/un-cashed for a period of 1 year or longer. Furthermore, external independent auditors recommend that the City writes off past due receivables owed to the City which have been outstanding for longer than 1 year. Multiple attempts have been made to contact all of the parties involved, as the attachments indicate. The stale NSF checks have been turned over to the City Attorney’s office for collection. All amounts owed to the City are for items which we are unable to legally lien against the property. 10 It is important to point out that the Commission’s action to write off these items will not preclude the City from eventually collecting on these debts. Nor does the Commission’s action preclude the holder of a stale check from ever being paid the amount they are due. The action by the Commission will simply result in eliminating the effects of stale activity from the City’s Balance Sheet. It essentially allows us to keep our records in order and in conformity with Generally Accepted Accounting Principles, which is necessary for a successful financial audit. UNRESOLVED ISSUES: As the attachments indicate, we have not been able to successfully contact all of the parties involved. However, the Commission’s action to remove this stale activity from the City’s books does not mean that we will discontinue our efforts to make contact. ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The total of the stale checks to be cancelled and written off is $20,706.92 This amount will be reclassified to Abandoned Property (a liability) on the City’s balance sheet, resulting in no fiscal change in the City’s Net Position. The total amount of NSF checks receivable and Credit Card chargebacks to be written off is $580.00. This amount will be reclassified from Accounts Receivable to Bad Debt Expense, an account which will then be closed out into Fund Balance (or “Net Position”) at the end of the fiscal year, resulting in a $580.00 decrease in the City’s overall Net Position. Attachments: List of items to be written off Report compiled on: June 17, 2016 11 Stale‐dated checks issued by the City and not cashed by PayeeCheck #Date Amount Name Address City State Zip 1st Sent 2nd Sent3rd SentOPERATING / DEMAND checking account150595 08/26/14 25.77$ Freiberg, Lucas 601 N Black Ave Unit B Bozeman MT 59715 11/19/14 04/03/15 03/24/16150661 08/26/14 15.50$ Mollett, Brian 42 N Hunters Way Unit D Bozeman MT 59718 11/19/14 04/03/15 03/24/16150808 09/03/14 55.49$ Meuli, John Michael 2792 Hedgerow CT Bozeman MT 59718 11/19/14 04/03/15 03/24/16150912 09/03/14 70.03$ Kane, Garret PO Box 308 Bozeman MT 59771 11/19/14 04/03/15 03/24/16151062 09/09/14 32.40$ Cambell, Travis 2719 Emery Place Missoula MT 59804 11/19/14 04/03/15 03/24/16151199 09/16/14 5.35$ Atencio, Stephen 312 Church Ave Unit 2 Bozeman MT 59715 11/19/14 04/03/15 Returned151264 09/16/14 14.79$ Leadens, Patrick 2218 Gallatin Green Blvd #A Bozeman MT59718 11/19/14 04/03/15 03/24/16151723 09/30/14 43.38$ Demachki, Samar 4208 Benepe St Unit A Bozeman MT 59718 11/19/14 Returned152202 10/14/14 11.56$ Leadens, Patrick 2218 Gallatin Green Blvd #A Bozeman MT59718 11/19/14 04/03/15 03/24/16152491 10/21/14 36.80$ Topinka, Kaylene 203 Quinella St Apt 2 Belgrade MT 5971404/03/15 01/11/16 03/24/16152852 11/05/14 15.39$ Hinesley, Judith 4721 Glenwood Dr Unit D Bozeman MT 59718 04/03/15 01/11/16 03/24/16153253 11/25/14 15.36$ Andrews, Joshua 131 Billion Pl Bozeman MT 59715 04/03/15 01/11/16 03/24/16153388 11/25/14 50.00$ Pi Kappa Alpha, PO Box 3047 Bozeman MT 59772 04/03/15 01/11/16 03/24/16153788 12/16/14 72.94$ Barber, William & Morgan Haring 1307 Cherry Dr BozemanMT 59715 04/03/15 01/11/16 03/24/16153795 12/16/14 15.57$ Bean, Patricia D PO Box 1550 W Yellowstone MT 59758 04/03/15 01/11/16 03/24/16154368 12/23/14 44.97$ Anson, Miles S 4320 Glenwood Dr Unit D Bozeman MT 5971804/03/15 01/11/16 03/24/16154443 12/23/14 57.58$ Husker Holding LLC 133 Village Crossing Way Bozeman MT 59715 04/03/15 01/11/16 03/24/16154569 12/23/14 7.32$ Willard, Benjamin & Alicia 6542 Imperial Pl Manhattan MT 59741 04/03/15 01/11/16 03/24/16154686 12/23/14 47.00$ Klaasen, Jane 845 Bozeman Trail Rd Bozeman MT 59715 04/03/15 01/11/16 03/24/16154687 12/23/14 20.00$ Klaasen, Jane 845 Bozeman Trail Rd Bozeman MT 59715 04/03/15 01/11/16 03/24/16154690 12/23/14 6.01$ Lampkin, Brittney 9465 SW New Forest Dr Beaverton OR 97008 04/03/15 01/11/16 03/24/16154866 12/30/14 44.44$ Powers, Alicia 31233 W Morton Dr SE Covington WA 98042 04/03/15 01/11/16 03/24/16155077 01/06/15 75.00$ Schmidt, Bryan PO Box 1833 Belgrade MT 59714 04/03/15 01/11/16 03/24/16155287 01/21/15 100.00$ Bozeman Makerspace 1018 E Griffin Dr Bozeman MT 59715 04/03/15 01/11/16 03/24/16156108 02/18/15 2.52$ Lewis, Ramon 1338 Brinwood Dr Macon GA 31204 01/11/16 03/24/16 05/05/16156279 02/24/15 210.00$ Lowe, Mikaleen 1010 S Grand Ave Bozeman MT 59715 01/11/16 03/24/16 05/05/16126470 03/03/15 177.18$ Gateway Safety Products Inc PO Box 307 Trinidad CO 81082 01/11/16 03/24/16 05/05/16157102 03/24/15 12.24$ Karnes, Delmar 807 S Willson Ave Bozeman MT 59715 01/11/16 03/24/16 05/05/16157200 03/24/15 200.00$ Yourmembership.com Inc Dept 3461 PO Box 123461 Dallas TX 75312 01/11/16 03/24/16 05/05/16157208 03/31/15 20.00$ Cordellos, Jon 132 Teakwood Dr Bozeman MT 59718 01/11/16 03/24/16 05/05/16157210 03/31/15 20.00$ Ireland, Holly R 7170 Skelly Gulch Rd Helena MT 59602 01/11/16 03/24/16 05/05/16157212 03/31/15 20.00$ Poland, Susan PO Box 1917 Glendale CA 91209 01/11/16 03/24/16 05/05/16157238 03/31/15 16.48$ Christie, Dan 7075 E Griffin Dr Bozeman MT 59715 01/11/16Returned157246 03/31/15 15.00$ Decker, Michele 1215 Barley Ave Bozeman MT 59718 01/11/1603/24/16 05/05/16157829 04/16/15 303.84$ Nelson, Robert Mark PO Box 11084 Bozeman MT 59719 01/11/16 03/24/16 05/05/16158018 04/28/15 250.00$ Anderson, Florence/Teton Co DES Box 610 Choteau MT 59422 01/11/16 03/24/16 05/05/16158105 04/28/15 165.00$ MAI Pathology Inc Desert Valley Hospital, 1633 Erringer Simi Valley CA 93065 01/11/16 03/24/16 05/05/16158233 05/05/15 44.39$ Biro, Richard & Catherine 12132 Rancho Bernardo Rd Unit A San Diego CA 92128 01/11/16 03/24/16 05/05/16158236 05/05/15 180.74$ Nichols, Gregory 307 S Willson Ave Bozeman MT 59715 01/11/16 Returned158379 05/05/15 100.00$ Spery, Alyson PO Box 6757 Bozeman MT 59771 01/11/16 Returned158537 05/12/16 10.00$ McCulloch, Patrick 2123 W College St Apt 103 Bozeman MT59718 01/11/16 Returned158624 05/19/15 753.13$ Mary Kay Duffie DBA SRO Live 1346 The Alameda Ste 7-205San Jose CA 95126 01/11/16 03/24/16 05/05/16159038 06/02/15 5.00$ Castillo, Suzette 309 Coulee Dr Bozeman MT 59718 01/11/16 03/24/16 05/05/16159053 06/02/15 50.00$ Davis, Kent 416 N Tracy Ave Bozeman MT 59715 01/11/16 03/24/16 05/05/16159265 06/09/15 55.53$ Lister, Gary & Carol 382 Peace Pipe Dr Bozeman MT 59715 01/11/16 03/24/16 05/05/16Letters Sent12 Stale‐dated checks issued by the City and not cashed by PayeeCheck #Date Amount Name Address City State Zip 1st Sent 2nd Sent3rd SentLetters Sent159272 06/09/15 76.55$ Madison, David Warren & Kathleen Gaines 2804 Langohr Ave Bozeman MT 59715 01/11/16 03/24/16 05/05/16159301 06/09/15 99.48$ Schaeffers, Richard J 11014 Patine Ave N Seattle WA 98133 01/11/16 03/24/16 Returned159315 06/09/15 68.08$ Stucky, Roger 720 S 6th Ave Bozeman MT 59715 01/11/16 03/24/16 05/05/16159353 06/09/15 12.58$ Brandt, Logan James 2749 Renee Way Bozeman MT 59718 01/11/16 03/24/16 05/05/16159368 06/09/15 50.82$ Cooper, Charles 310 S 15th Ave Apt #1 Bozeman MT 59715 01/11/16 03/24/16 05/05/16159408 06/09/15 42.87$ Handy, Ty 30467 Couny Rd 149 Poplar MT 59255 01/11/16 03/24/16 05/05/16159436 06/09/15 27.88$ Kearns, Piney 1210 Alicante Newport Beach CA 92660 01/11/16 03/24/16 05/05/16159457 06/09/15 25.58$ McBride, Robert 522 Dell Place Bozeman MT 59715 01/11/16 03/24/16 05/05/16159643 06/16/15 29.71$ McReynolds, Devon 4276 Monroe St Unit C Bozeman MT 5971801/11/16 03/24/16 05/05/16159666 06/16/15 145.88$ RTR Holdings II LLC 67 Village Dr Ste 206 Belgrade MT 59714 01/11/16 Returned159679 06/16/15 39.97$ Stuber, Shannon 42 Timberline Creek Rd Bozeman MT 59715 01/11/16 03/24/16 05/05/16159686 06/16/15 40.59$ Tencich, Lindsay 2740 Nelson Rd Bozeman MT 59718 01/11/1603/24/16 05/05/16159838 06/16/15 1,200.00$ North Grounds Property Maintenance 26 Forest Grove Lane Bozeman MT 59718 01/11/16 03/24/16 05/05/16159930 06/23/15 107.79$ Basile, Mike 203 North View Ridge Ln Bozeman MT 59715 01/11/16 03/24/16 05/05/16159979 06/23/15 20.27$ Gilmore, Grant 2651 Trade Wind Ln Apt 23 Bozeman MT 59718 01/11/16 03/24/16 05/05/16160010 06/23/15 64.45$ Kurz, Lindsey 4975 Lakeshore Dr Littleton CO 80123 01/11/16 03/24/16 05/05/16160053 06/23/15 36.14$ Proudfoot, Kurtis 2951 Warbler Way Unit 3 Bozeman MT 59718 01/11/16 03/24/16 05/05/16160078 06/23/15 85.00$ USTA-MT, 140 Annie Glade Bozeman MT 59718 01/11/16 03/24/16 05/05/16160261 06/30/15 75.00$ Slotemaker, Quincy 50 Cornerstone Way #A Bozeman MT 59718 01/11/16 03/24/16 05/05/16Total 5,742.34$ MUNICIPAL COURT bank accountCheck #Date Amount Address City State Zip 1st Sent 2nd Sent3rd Sent10483 07/02/14 3.00$ Klein, Bryan John 94 Little Wolf Road Bozeman MT 5971511/19/14 04/03/15 Returned10488 07/21/14 400.00$ Anderson, Darrow Jeffrey 2944 Tyler St NE Minneapolis MN55418 11/19/14 Returned10496 07/21/14 125.00$ Lacy, Erika 3777 Hedgerow Ct Bozeman MT 59715 11/19/14 Returned10503 07/23/14 350.00$ Chesnut, Allison 126 S 9th Bozeman MT 59715 11/19/14 Returned10505 07/23/14 155.00$ Beck, Brandon Charles 105 W. Main #4C Bozeman MT 59715 11/19/14 04/03/15 Returned10506 07/23/14 51.06$ Berg, Kelli 119 S 8th Ave Bozeman MT 59715 11/19/14 Returned10540 07/29/14 160.80$ Jensen, Shyanne 9115 Jeanette Pl #H Belgrade MT 59714 11/19/14 Returned10542 07/29/14 215.00$ Kershner, Benjamin 515 Meagher Ave Bozeman MT 59718 11/19/14 04/03/15 03/02/1610544 07/29/14 2,762.34$ Long, Larry 214 E. Story St Bozeman MT 59715 11/19/14 Returned10547 07/29/14 21.50$ Merritt, Michael 4677 S. Adobe Way Littleton CO 80120 11/19/14 04/03/15 03/02/1610551 07/29/14 43.75$ Mitchell , Chandler 5782 Bridger Canyon Rd Bozeman MT 59715 11/19/14 04/03/1510592 08/15/14 580.00$ Chinman, Jonah 701 S. 14Tth Ave Bozeman MT 59715 11/19/14 Returned10645 08/29/14 14.91$ Trzinski, Tim 602 Bond St Bozeman MT 59715 11/19/14 Returned10665 09/02/14 25.00$ Safeway, 1735 W. Main Bozeman MT 59715 11/19/14 04/03/1503/02/1610668 09/02/14 15.00$ Beaudry, Brad 2324 5th Ave North Greatfalls MT 59401 11/19/14 04/03/15 03/02/1610681 09/02/14 100.00$ Watt, Jace 1054 Grace Ave Pocatello ID 83202 11/19/14 Returned10738 10/07/14 57.50$ Merritt, Michael 4677 S Adobe Way Littleton CO 80120 04/03/15 01/11/16 03/02/1610757 10/08/14 900.00$ Wu, Xinyu 102 Grant Chamberlain Dr Unit 3B Bozeman MT 59715 04/03/15 01/11/16 Returned10816 11/05/14 300.00$ Countryman, Rebel Autumn 917 N 17th Ave Bozeman MT 59715 04/03/15 Returned10817 11/05/14 3,712.42$ Spring, Sam W 200 Frank Rd #32 Belgrade MT 59714 04/03/15 01/11/16 ReturnedLetters Sent13 Stale‐dated checks issued by the City and not cashed by PayeeCheck #Date Amount Name Address City State Zip 1st Sent 2nd Sent3rd SentLetters Sent10823 11/16/14 144.21$ Traucht, Daniel 113 Meghans Way Bozeman MT 59718 04/03/15 Returned10841 11/16/14 50.00$ Haines, Lena Katherine 502 Meagher Ave Bozeman MT 59718 04/03/15 01/11/16 03/02/1610898 11/26/14 15.00$ Berlin, Lindsey 7060 Camp Creek Rd Bozeman MT 59741 04/03/15 01/11/16 03/02/1610899 11/26/14 315.00$ Sioux, Joshua Leon PO Box 1174 Lame Deer MT 59043 04/03/15 Returned10932 12/03/14 50.00$ Safeway, 1735 W Main St Bozeman MT 59715 04/03/15 01/11/16 03/02/1610938 12/10/14 15.00$ Pace, Robert Andrew PO Box 158 Moore MT 59464 04/03/15 01/11/16 Returned10963 12/12/14 6.97$ Walmart, 1500 N 7th Avenue Bozeman MT 59715 04/03/15 01/11/16 03/02/1610968 12/12/14 774.00$ Franz, Amanda 50 Big Sky Resort Rd Big Sky MT 59716 04/03/15 Returned10978 12/12/14 100.00$ Alzahrani, Riyad 1816 Remington Way #107 Bozeman MT 59715 04/03/15 01/11/16 03/02/1610994 12/23/14 1,196.00$ Lacy, Erika 3777 Hedgerow Ct Bozeman MT 59715 04/03/15 01/11/16Returned11003 12/23/14 25.00$ Safeway, 1735 W Main St Bozeman MT 59715 04/03/15 01/11/16 03/02/1611013 12/24/14 155.00$ Lacey, Hunter Adams 1627 W Main #362 Belgrade MT 59714 04/03/15 Returned11014 12/26/14 15.00$ Phyu, Tin M 2015 W Beall St Bozeman MT 59718 04/03/15 Returned11035 01/02/15 50.00$ Alzahrani, Riyad 1816 Remington Way #107 Bozeman MT 59715 04/03/15 01/11/16 03/02/1611041 01/05/15 6.07$ Rios, Angelica Rose 601 S 11th Ave Ape D Bozeman MT 59715 04/03/15 01/11/16 Returned11044 01/05/15 650.00$ Chesnut, Allison 126 S 9th Bozeman MT 59715 04/03/15 Returned11061 01/08/15 90.00$ Altuvilla, Kyle 524 S 8th St Livingston MT 59047 04/03/1501/11/16 03/02/1611072 01/13/15 20.00$ Noel, Ashley Kathleen 1045 Damarell Bozeman MT 59718 04/03/15 Returned11080 01/30/15 25.00$ Denkinger, Nicole c/o Marcial Denkinger, PO Box 3639 Dillion CO 80435 04/03/15 01/11/16 03/02/1611082 01/30/15 50.00$ Alzahrani, Riyad 1816 Remington Way #107 Bozeman MT 59715 04/03/15 01/11/16 03/02/1611114 02/10/15 450.00$ Werth, Robert B 1094 Longbow Lane Bozeman MT 59718 01/11/16Returned11119 02/10/15 15.00$ Gutierrez, Arthur 2523 Trade Wind Ln Apt 46 Bozeman MT 59718 01/11/16 03/02/16 05/05/1611165 04/02/15 135.00$ Dubis, Andrea Nicole 500 S 20th Ave #1 Bozeman MT 59718 01/11/16 03/02/16 Returned11174 04/02/15 75.00$ Safeway, 1735 W Main St Bozeman MT 59715 01/11/16 03/02/16 05/05/1611188 04/02/15 100.00$ Alzahrani, Riyad 1816 Remington Way #107 Bozeman MT 59715 01/11/16 03/02/16 Returned11247 04/24/15 66.93$ Merritt, Michael 4677 S Adobe Way Littleton CO 80120 01/11/16 03/02/16 05/05/1611248 04/24/15 20.00$ Knight, Anthony Dominic 2211 Remington Way Apt 208 Bozeman MT 59718 01/11/16 Returned11291 04/26/15 100.00$ Mann, Justin Robert 2759 Hamilton Court #2 Bozeman MT 59718 01/11/16 Returned11296 04/26/15 100.00$ Krebbeks, Kathryn Marie 307 E Main St #3 Bozeman MT 59715 01/11/16 Returned11345 06/04/15 0.12$ Young, Bryan Keith C/O Giselle Young, 1525 Devers CouMarina CA 93933 01/11/16 Returned11362 06/08/15 50.00$ Murphy, Jusin PO Box 4013 Truckee CA 96162 01/11/16 Returned11374 06/10/15 8.00$ Doyle, Brandon Allen PO Box 126 Crow Agency MT 59022 01/11/16 03/02/16 05/05/1611376 06/10/15 100.00$ Alzahrani, Riyad 1816 Remington Way #107 Bozeman MT 59715 01/11/16 03/02/16 ReturnedTotal 14,964.58$ GRAND TOTAL 20,706.92$ 14 Checks written to the City but returned due to non‐sufficient fundsNSF ChecksName Amount Date Address City State Zip Letter Sent / DispositionOperating Bank AccountAshley Cole ‐ Rec Dept chargeback 40.00$ 04/14/15 unable to obtain from credit card company in City Attorney's OfficeAlexander Wilson ‐ Recreation 40.00$ 05/27/15 322 North 17th Avenue Bozeman MT 59715 in City Attorney's OfficeOperating Bank Total 80.00$ Municipal Court Bank AccountJossie Hicks 500.00$ 6/2/14 131 Andrea Dr Unit 2 Belgrade MT 59714 in City Attorney's OfficeCourt Bank Total 500.00$ GRAND TOTAL 580.00$ 15