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Home My WebLink About06-25-18 City Commission Packet Materials - C2. Authorize the Write-Off of Stale-Dated AP Checks Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Brian LaMeres, City Controller Kristin Donald, Finance Director SUBJECT: Request for authorization to write off stale-dated Accounts Payable Checks from the City’s general accounting ledger. MEETING DATE: June 25, 2018 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. BACKGROUND: The Finance Department is presenting you with the attached list of stale-dated checks, which are Accounts Payable checks issued by the City over a year ago and have not been cashed by the recipient. 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. Multiple attempts have been made to contact all of the parties involved, as the attachment indicates. It is important to point out that the Commission’s action to write off these items will not 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 this 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, so that issue remains unresolved. 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. 8 ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The total of the stale checks to be cancelled and written off is $9,645.25. As a result, Cash (an asset) will be added back to the City’s balance sheet with a corresponding amount to “Abandoned Property” (a liability), resulting in no fiscal change in the City’s Net Position. Attachments: List of items to be written off Report compiled on: June 14, 2018 9 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentOPERATING / DEMAND checking account171490 07/12/16 43.49$ Courage Jace 3412 Laredo Dr Bozeman MT 59718 10/31/16 03/27/17 Returned171548 07/12/16 33.50$ Johnson David 4835 Sherwood Way Unit A Bozeman MT 59718 10/31/16 03/27/17 07/28/17172007 07/26/16 26.20$ Ruhsenberger Alexander 8818 Sorenson RD LA Center WA 98629 10/31/16 03/27/17 07/28/17172409 08/09/16 46.24$ Jara Mateo 16 Bearcat Loop Belgrade MT 59714 10/31/16 03/27/17 07/28/17172782 08/23/16 13.11$ Ferguson Dave Police Dept Bozeman MT 59715 10/31/16 03/27/17 07/28/17172790 08/23/16 150.00$ Great Falls Development Authority 300 Central Ave STE 406 Great Falls MT 59401 10/31/16 03/27/17 07/28/17173228 09/07/16 90.30$ Murphy Sandra K 615 S 16th Ave Room 202 Bozeman MT 59715 10/31/16 03/27/17 07/28/17173493 09/20/16 12.54$ Durr Keith 1714 S 19th Bozeman MT 59718 10/31/16 Returned173705 09/27/16 11.43$ Flohr Dayton 1015 Longbow Ln Unit D Bozeman MT 59718 10/31/16 Returned173713 09/27/16 6.77$ Hinnenkamp Andrew 1616 S Rouse Ave BozemanMT 59715 10/31/16 03/27/17 07/28/17173726 09/27/16 42.55$ Maki Abby 2905 N 27th Ave Unit 3 Bozeman MT 59718 10/31/16 03/27/17 07/28/17173728 09/27/16 12.68$ McGrath Daniel 88 Droulliard Ave Bozeman MT59718 10/31/16 03/27/17 07/28/17173742 09/27/16 7.84$ Sidley Michael 3097 Washington Blvd Cleveland Heights OH 44118 10/31/16 03/27/17 07/28/17173951 09/28/16 112.00$ Ferguson Dave City Hall Bozeman MT 59771 10/31/1603/27/17 07/28/17174164 10/11/16 635.58$ Delphini LLC315 S Coast HWY 101 STE U46 Encinitas CA 92024 03/27/17 Returned174217 10/11/16 111.87$ Ely James & Rosemary 3808 Case Ct Bozeman MT 59718 03/27/17 Returned174226 10/11/16 12.51$ Ferris Dwight & Christine 3774 Nanitch Cir S Salem OR 97306 03/27/17 Returned174264 10/11/16 112.62$ Monroe Ian 1026 Forestglen Dr Unit A Bozeman MT59718 03/27/17 07/28/17 01/02/18174274 10/11/16 75.00$ Nash Alexander 1480 Gale Ct Bozeman MT 59718 03/27/17 07/28/17 01/02/18174791 11/01/16 12.14$ Fiery Trevor 216 S 15th Ave #26 Bozeman MT 59715 03/27/17 07/28/17 01/02/18175115 11/09/16 29.32$ Scott Jason 771 Rosa Way Unit B Bozeman MT 59718 03/27/17 07/28/17 01/02/18175179 11/15/16 13.08$ Buckingham Mary Katherine 317 S 6th Ave Bozeman MT 59715 03/27/17 07/28/17 01/02/18175302 11/15/16 225.00$ Taser Training AcademyPO Box 161439 Miami FL 33116 03/27/17 07/28/17 01/02/18175572 11/29/16 37.30$ Burman Jamie 426 N 7th Ave Bozeman MT 59715 03/27/17 07/28/17 01/02/18175666 11/29/16 37.55$ Reid Graham 516 Fowler Ave Bozeman MT 59718 03/27/17 07/28/17 01/02/18175845 12/06/16 44.95$ F-11 Photographic Supplies 2612 W Main St #A Bozeman MT 59718 03/27/17 07/28/17 01/02/18176079 12/13/16 40.00$ Marcott Heather 916 Golden West Dr Belgrade MT 59714 03/27/17 07/28/17 01/02/18176279 12/20/16 5.55$ Robison Annette J 1711 6th St W Billings MT59102 03/27/17 07/28/17 01/02/18176291 12/20/16 80.03$ Bergum Bradley P & Doris 1441 Great Heron Dr Santa Rosa CA 95409 03/27/17 07/28/17 01/02/18176367 12/20/16 93.38$ Shapiro Joey & Stephan 501 S 10th Bozeman MT 59715 03/27/17 07/28/17 01/02/18176478 12/20/16 36.64$ Hollow Cal 3601 Albany Ave Butte MT 59701 03/27/17 07/28/17 01/02/18176514 12/20/16 20.00$ National Audubon Society225 Varck Street 7th Floor New York NY 10014 03/27/17 07/28/17 01/02/18176566 12/20/16 42.96$ Triska Mike 5476 Snowbrite St Bozeman MT 5971803/27/17 07/28/17 01/02/18176621 12/28/16 7.69$ Coleman Amber 2610 Daisy Dr Bozeman MT 5971803/27/17 07/28/17 01/02/18176727 12/28/16 12.70$ Scott Sara 966 Forestglen Dr Bozeman MT 59718 03/27/17 07/28/17 01/02/18177110 01/18/17 25.00$ Bailey Derby 217 W Kock Apt 308 Bozeman MT 59715 03/27/17 07/28/17 Returned177842 02/07/17 32.79$ SupplyworksPO Box 404284 Atlanta GA 303844284 03/27/17 07/28/17 01/02/18178171 02/22/17 8.09$ Norman Jesse 533 W Addison St Missoula MT 59801 07/28/17 01/02/18 04/02/18178326 02/28/17 11.07$ Lauenstein Katrin 908 W Alderson St Apt 9 Bozeman MT 59715 07/28/17 01/02/18 04/02/18178459 03/07/17 7.00$ Lincoln Lloyd LLC720 W Babcock St Bozeman MT 59715 07/28/17 01/02/18 04/02/18178461 03/07/17 5.96$ Martens Petrus C 620 Peachtree St NE Apt 1004 Atlanta GA 30308 07/28/17 01/02/18 04/02/18178463 03/07/17 179.22$ Phillips E Gwen3119 Lily Dr Bozeman MT 59718 07/28/17 01/02/18 04/02/18178674 03/14/17 86.64$ Cawthon Clare 2780 Sartain St Bozeman MT 5971807/28/17 Returned179051 03/28/17 40.00$ Baltieri Molly 323 E Arrellaga St Santa Barbara CA 93101 07/28/17 01/02/18 04/02/18179451 04/11/17 8.81$ Bennett William H317 N 10th Ave Bozeman MT 59715 07/28/17 01/02/18 04/02/18179466 04/11/17 21.69$ Ayache Michelle 111 S Yellowstone Ave Unit 2 Bozeman MT 59718 07/28/17 01/02/18 04/02/18179573 04/11/17 39.76$ Pancerz Leslie 533 W Babcock St Unit 10 Bozeman MT 59718 07/28/17 01/02/18 04/02/18179925 04/25/17 7.47$ Dykstra Bryson 2480 Wheeler Dr Unit B Bozeman MT 59718 07/28/17 01/02/18 04/02/18179978 04/25/17 72.60$ Norton Nikita 414 S 15th Ave Bozeman MT 5971507/28/17 01/02/18 04/02/18179998 04/25/17 14.14$ Scarffe Kendall 207 Quinn Creek Rd Bozeman MT59715 07/28/17 01/02/18 04/02/18180135 05/02/17 169.84$ Interwest Tire Factory6460 Jackrabbit Ln Belgrade MT 59714 07/28/17 01/02/18 04/02/18180554 05/16/17 150.00$ Larson Hayley 3331 N 27th Ave Unit 9 Bozeman MT 59718 07/28/17 01/02/18 04/02/18180651 05/23/17 16.00$ Allison Kristina301 W Story St Bozeman MT 59715 07/28/17 01/02/18 04/02/18180972 05/31/17 26.07$ Kreitinger Lean 414 Teton Ave Bozeman MT 5971807/28/17 01/02/18 04/02/18181395 06/06/17 40.00$ Wermel Erik Peter 1570 W Oxbow Cir Apt 11 Taylorsville UT84123 01/02/18 04/02/18 05/01/18181396 06/06/17 13.75$ Wessel Brandon 815 Longbow Ln #B Bozeman MT 59718 01/02/18 04/02/18 05/01/18181527 06/13/17 41.20$ Albertson-Herberholz Lathasha 93 Engberg LnBelgrade MT 59714 01/02/18 04/02/18 05/01/18Letters Sent10 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentLetters Sent181532 06/13/17 20.32$ Butta Chris 9752 Whitewater Rd Moreno ValleyCA 92557 01/02/18 04/02/18 05/01/18181558 06/13/17 43.58$ Neibauer Katelyn 1621 W College St Unit 41 Bozeman MT 59715 01/02/18 04/02/18 05/01/18181576 06/13/17 28.39$ Wolfe Zachary 1119 Alpine Pl Salt Lake City UT 84105 01/02/18 04/02/18 05/01/18181694 06/13/17 13.07$ McCanty Ryan 1019 S Grand Ave Bozeman MT 5971501/02/18 Returned181909 06/20/17 12.54$ Morrison Zachary 351 Amagdalene Way Bozeman MT 59718 01/02/18 04/02/18 05/01/18181927 06/20/17 14.14$ Peyson Diana 120 Percival Path Bozeman MT 59718 01/02/18 04/02/18 05/01/18181998 06/27/17 80.00$ Forbes Roland 307 S 15th Ave Unit 1 Bozeman MT 59715 01/02/18 04/02/18 05/01/18182060 06/27/17 51.71$ Crisp Andy PO Box 1230 Building Dept Bozeman MT 59771 01/02/18 04/02/18 05/01/18175622 11/29/17 5.47$ Johnson Lesli Colis 3497 S 29th Ave Bozeman MT 59718 03/27/17 07/28/17 01/02/18Total 3,580.84$ PAYROLL bank account23167 08/04/16 677.89$ Binde Hayden 2123 S 11th Ave Apt 111 Bozeman MT59715 10/31/16 03/27/17 07/28/17Total 677.89$ MUNICIPAL COURT bank accountCheck # Date AmountAddress City State Zip 1st Sent 2nd Sent 3rd Sent12533 07/11/16 90.00$ Alqahtani Saif 689 Emily Dr APT D Bozeman MT 59715 10/31/16 Returned12538 07/11/16 500.00$ Andreasen Anders Cole 505 Prairie Bozeman MT 59718 10/31/16 Returned12542 07/11/16 200.00$ Albrecht Jeff 2724 N. Altamont Spokane WA 99207 10/31/16 Returned12568 07/15/16 450.00$ Wilson Gregory 506 N. 11th Ave APT 15 Bozeman MT 59715 10/31/16 Returned12569 07/15/16 205.00$ Vejez Edgar 28494 Norris Road Bozeman MT 59718 10/31/16 Returned12602 07/29/16 67.50$ Webber Mark Cass 2707 Donna Ave Bozeman MT 59718 10/31/16 Returned12631 08/08/16 150.00$ Russell Clayton Richard 115 West Rosebud RoadFishtail MT 59028 10/31/16 03/27/17 07/28/1712642 09/01/16 10.00$ Leibrand Gary Robert 484 HWY 10 East Big Timber MT 59011 10/31/16 Returned12704 09/30/16 147.00$ Florence Condo Association 22 W. Main BozemanMT 59715 10/31/16 Returned12708 09/30/16 37.50$ Ellingwood Kevin Raymond825 S 5th Ave Bozeman MT 59715 10/31/16 03/27/17 07/28/1712720 09/30/16 150.00$ Furlong Charis 324 W Lamme ST Bozeman MT 59715 10/31/16 Returned12757 10/03/16 100.00$ CJ Williams1126 Cruiser Ln #G Belgrade MT 59715 03/27/17 Returned12802 11/04/16 5.00$ McClurg Gary Benjamin 1215 Durston #211 Bozeman MT 59715 03/27/17 Returned12842 11/09/16 100.00$ Meve Conner 751 W Warner Ave Boise ID 83702 03/27/17 Returned12856 11/09/16 130.00$ William Cameron Riggs522 N Willson Ave Bozeman MT59715 03/27/17 07/28/17 01/03/1812860 11/09/16 207.50$ Johnerson Jill Nicole429 N 3rd Ave #A Bozeman MT 59715 03/27/17 07/28/17 01/03/1812862 11/09/16 100.00$ Clements Paula 56 Bow Perch Ln Bozeman MT 59715 03/27/17 Returned12868 11/10/16 265.00$ Martinet Nicole Dore 1760 Fort Stockton DriveSan Diego CA 92103 03/27/17 07/28/17 01/03/1812872 11/10/16 80.00$ Brock Artemos PO Box 1486 Belgrade MT 59714 03/27/17 07/28/17 01/03/1812878 11/10/16 65.00$ Costa Mariah Zonno 4350 Glenwood Dr Unit B Bozeman MT 59718 03/27/17 07/28/17 01/03/1812901 12/01/16 50.00$ Grant Jennillee4074 Broadwater Ct Bozeman MT 59718 03/27/17 Returned12936 12/01/16 5.00$ Lindgren David Lee 3401 Fallon St 3A Bozeman MT 59718 03/27/17 Returned12958 12/06/16 20.00$ Curran Rory Edward Pope 4127 N Church Rd Scottsdale AZ 85255 03/27/17 07/28/17 Returned12969 12/09/16 100.00$ Carson Cathleen 724 S 15th Ave Bozeman MT 59715 03/27/17 07/28/17 01/03/1813000 01/11/17 50.00$ Evert Erika Renea 2006 S Black Bozeman MT 59718 03/27/17 Returned13007 01/11/17 15.00$ Miner Stephen 7189 S Chris Lane Cottonwood Heights UT 84121 03/27/17 07/28/17 01/03/1813044 02/06/17 39.44$ Hansen Corey Michael 138 E Swift Creek Way Kalispell MT 59901 07/28/17 Returned13045 02/06/17 50.00$ Hansen Corey Michael 138 E Swift Creek Way Kalispell MT 59901 07/28/17 Returned13077 02/06/17 235.00$ McFadden Charles James 1315 Kock St #A-D Bozeman MT 59715 07/28/17 01/03/18 04/02/1813120 03/11/17 10.00$ Schuman Tyler Nicholas 185 Middle Cottonwood Bozeman MT 59718 07/28/17 Returned13136 03/11/17 10.00$ Bertha Maria Camille1137 19th Ave SW Great Falls MT 59404 07/28/17 01/03/18 04/02/1813145 03/11/17 65.00$ Buckner Ashleigh PO Box 11654 Bozeman MT 5971707/28/17 Returned13183 03/29/17 500.00$ Jenks Shawna 2320 W Babcock Bozeman MT 59715 07/28/17 01/03/18 04/02/1813184 03/29/17 556.00$ Welbon Luke 2320 W Babcock Bozeman MT 59715 07/28/17 01/03/18 04/02/1813190 03/29/17 105.00$ Kinser Cindy 213 Mineral Ave Bozeman MT 59718 07/28/17 01/03/18 04/02/1813200 03/30/17 100.00$ Baroy John 302 S Bozeman Ave Bozeman MT 59715 07/28/17 01/03/18 Returned13204 03/30/17 150.00$ Kohls981 S 29th Bozeman MT 59718 07/28/17 01/03/18 04/02/1813217 04/04/17 100.00$ Hilger Emily 3811 Ravalli Apt D Bozeman MT59718 07/28/17 ReturnedLetters Sent11 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentLetters Sent13232 04/17/17 100.00$ Ruff Carissa Rosann 29 W Woolman Butte MT 59701 07/28/17 Returned13324 04/25/17 35.00$ Kinser Cindy 213 Mineral Ave Bozeman MT 59718 07/28/17 04/02/1813328 04/25/17 10.00$ Klotz Wyatt Reno 205 W College St Basement Bozeman MT 59715 07/28/17 04/02/18 Returned13340 05/05/17 10.00$ Santiago Armando O 414 W Lamme Bozeman MT 59715 07/28/17 04/02/1813416 06/26/17 11.58$ Eggert Amanda 37135 Gallatin Rd Bozeman MT 59715 01/03/18 ReturnedTotal 5,386.52$ GRAND TOTAL 9,645.25$ 12