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Home My WebLink About06-24-19 City Commission Packet Materials - C2. Authorize Write-Off of Stale-Dated Accounts Payable Checks from Ledger 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 24, 2019 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 which 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 that 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. 7 ALTERNATIVES: As suggested by the City Commission. FISCAL EFFECTS: The total of the stale checks to be cancelled and written off is $17,443.46. As a result, Cash (an asset) will be added back to the City’s balance sheet with a corresponding amount recorded to “Abandoned Property” (a liability), resulting in no fiscal change in the City’s Net Financial Position. Attachments: List of items to be written off Report compiled on: June 13, 2019 8 Stale‐dated checks issued by the City and not cashed by PayeeCheck # Date Amount Business Name / Last Name First Name Address CityState Zip 1st Sent 2nd Sent 3rd SentOPERATING / DEMAND checking account182573 07/18/17 11.07$ Bickman Connie 2517 Goldenrod Ln Bozeman MT 59718 01/02/18 04/02/18 10/10/18182873 07/25/17 34.42$ Guina Matthew 305 Yerger Dr Bozeman MT 59718 01/02/18 04/02/18 10/10/18182874 07/25/17 95.00$ Gulick Merlin 11345 Ivywood Trl Woodbury MN 55129 01/02/18 04/02/18 10/10/18182898 07/25/17 25.22$ Kraut Nicholas 2944 Warbler Way Apt B Bozeman MT 59718 01/02/18 04/02/18 10/10/18183910 08/29/17 14.14$ Joyner William 2011 Highland Ct Bozeman MT 59715 01/02/18 04/02/18 10/10/18183926 08/29/17 42.00$ Matzinger Katie 55 W Alexa Ct Bozeman MT 59718 01/02/18 04/02/18 10/10/18184399 09/19/17 39.78$ Cocchia Francesca 509 S 5th Ave Bozeman MT 59715 10/3/17 - Returned, no alt. address184406 09/19/17 44.90$ Fierro Max 1893 Brisk Ct Bozeman MT 59718 01/02/18 04/02/18 Returned184409 09/19/17 55.41$ Gordon Jeffrey PO Box 1103 Ketchum ID 83340 01/02/18 04/02/18 10/10/18184417 09/19/17 10.30$ Kendall Lewis 5782 Bridger Canyon Dr Bozeman MT 59715 01/02/18 04/02/18 10/10/18184447 09/19/17 40.66$ Whitney Maxx 20 S Hunters Way Bozeman MT 59718 01/02/18 04/02/18 Returned185270 10/10/17 8.40$ Foster Paul 210 S 16th Ave Unit B Bozeman MT59715 04/02/18 Returned185276 10/10/17 56.03$ Guyon Tyler 506 Michael Grove Ave Unit D Bozeman MT 59718 12/8/17 - left message, no response185278 10/10/17 71.47$ Hogan Hailey 619 S 15th Ave Bozeman MT 59715 04/02/18 10/10/18 03/05/19185294 10/10/17 35.76$ Sladek Scott 160 Tailfeather Unit B Bozeman MT59718 10/23/17 - Returned, no alt. address185299 10/10/17 6.93$ Young Marina 501 S 15th Ave Unit 1 Bozeman MT 59715 10/19/17 - Returned, no alt. address185580 10/24/17 14.60$ Hannan Molly 702 S 6th Ave Bozeman MT 59715 04/02/18 10/10/18 03/05/19185717 10/31/17 11.25$ Peterson Norman 651 Eastpark Boise ID 83706 11/13/17 - returned, no forwarding address186224 11/14/17 25.54$ Jarvis Elizabeth 813 N 15th Ave Bozeman MT 59715 04/02/18 10/10/18 03/05/19186418 11/21/17 40.00$ Hamilton Katrina 4888 Victory St Bozeman MT 59718 04/02/18 10/10/18 03/05/19186627 11/22/17 77.82$ Browning Linzy 4325 Old Stage Rd Dillon MT 59725 04/02/18 10/10/18 03/05/19186745 12/05/17 11.82$ Gonzalez Karla 210 S Cottonwood Rd Unit 101 Bozeman MT 59718 04/02/18 10/10/18 03/05/19186819 12/05/17 12.54$ Pomeroy Elias 262 Kimball Ave Apt B Bozeman MT59718 04/02/18 10/10/18 03/05/19186876 12/12/17 19.95$ Ahlberg Kirk 806 N 15th Ave Bozeman MT 59715 12/28/17 - left message, no response186919 12/12/17 19.65$ Davis Bailey 319 E Cleveland St Bozeman MT 59715 3/27/18 - voice mailbox was full186983 12/12/17 9.29$ McGough Meghan 3 Meghans Way Bozeman MT 5971804/02/18 10/10/18 03/05/19187364 12/27/17 10.54$ Quintoio Alexander 1103 W Dickerson St Bozeman MT 59715 04/02/18 Returned187501 01/03/18 86.16$ Craig Heather 1043 Stoneridge Dr Ste 2 Bozeman MT 59718 1/11/18 - emailed for alt. address, none found187780 01/03/18 176.46$ Nason Wade & Jennifer 420 N 21st Ave Bozeman MT 59718 04/02/18 10/10/18 03/05/19188080 01/09/18 69.00$ Big Sky Journal PO Box 15847 North HollywoodCA 916155847 Sent W9 1/2/18 & 3/5/18 - no response188245 01/17/18 8.01$ Acosta Jane 8 Eastwood Dr Bozeman MT 59718 04/02/18 10/10/18 03/05/19188378 01/17/18 28.70$ Murray Erin PO Box 3282 Bozeman MT 59772 04/02/18 10/10/18 03/05/19188525 01/23/18 13.36$ Gerhart Keenan 39 Droulliard Ave Bozeman MT 59718 04/02/18 10/10/18 03/05/19188579 01/23/18 10.39$ Smith Justin 222 N Broadway Ave Bozeman MT 59715 3/5/18 - Returned, no alt. address189053 02/13/18 19.02$ Croft Alexis 352 East River Rock Rd. BelgradeMT 59714 10/10/18 03/05/19 04/26/19189098 02/13/18 15.00$ Milodragovich Allison 5111 Meagher Ave Bozeman MT 59718 10/10/18 Returned189291 02/21/18 100.00$ SWPTA 222 N Broadway Ave Bozeman MT 59715 Sent W9 2/12/18 & 3/5/18 - no response189317 02/21/18 19.82$ Wimberg Lindsey 411 1/2 N Tracey Ave Bozeman MT 59715 10/10/18 03/05/19 04/26/19189576 03/06/18 20.00$ Evans Robin 27 Lucille Ln Bozeman MT 59718 3/12/18 - emailed L&J, no follow up?189592 03/06/18 70.00$ Gould Sandra 320 Little Bear Spur Gallatin Gateway MT 59730 10/10/18 03/05/19 04/26/19189663 03/06/18 60.00$ Okeefe Angus 420 S Willson Ave Bozeman MT 5971510/10/18 Returned189689 03/06/18 30.00$ Shea Gavin 725 W Arnold St Bozeman MT 59715 10/10/18 Returned189695 03/06/18 30.00$ Skeele Thomas 1116 S Pinecrest Dr Bozeman MT 59715 3/20/18 - Returned, no alt. address190101 03/27/18 3,750.00$ Arizona State University School for the Future Inn PO Box 875603 Bozeman MT 59714 10/10/18 03/05/19 04/26/19190154 03/27/18 28.28$ Griswold William 515 Michael Grove Ave Unit 24 Bozeman MT 59718 5/31/18 - no alt. address, no voicemail box190181 03/27/18 22.50$ Moon River Couriers PO Box 4984 Spokane WA 992200984 Sent W9 3/21/18 & 6/18/18190440 04/03/18 27.73$ Smithgall Benjamin 3314 W Babcock Unit C Bozeman MT 59718 10/10/18 03/05/19 04/26/19190479 04/03/18 15.80$ Hill Todd 4562 Bembrick St Bozeman MT 59718 10/10/18 03/05/19 04/26/19190739 04/17/18 1,160.50$ Fiberglass Structures, Inc. PO Box 4458 DEPT 110Houston TX 77210 Sent W9 4/10/18 & 6/18/18190985 04/24/18 7.00$ Nelson Julie 3354 Warbler Way Unit A Bozeman MT 59718 10/10/18 03/05/19 04/26/19190989 04/24/18 7.84$ Norman Jessica 2242 Baxter Ln Apt 8 BozemanMT 59718 10/10/18 03/05/19 04/26/19191026 04/24/18 32.06$ Seyfert Nikki 16621 E Indianan Ave Apt 1301 Spokane WA 99216 10/10/18 03/05/19 04/26/19191074 04/24/18 82.15$ Widner Amber 7730 Shedhorn Dr Bozeman MT 59718 10/10/18 03/05/19 04/26/19191690 05/22/18 8.80$ Clark Charlie 310 S 15th Ave Unit 1 BozemanMT 59715 Called phone # on file, no longer in service191703 05/22/18 44.52$ Epstein Alexandra 2797 Fen Way Unit B BozemanMT 59718 8/10/18 - left message, no responseLetters Sent9 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 Sent191751 05/22/18 35.48$ Mannberg Andrea PO Box 173480 Bozeman MT 59717 10/10/18 03/05/19 04/26/19192535 06/19/18 8.70$ Altorki Abdululah 2783 Fen Way Unit 1 Bozeman MT 59718 10/10/18 03/05/19 04/26/19192551 06/19/18 53.20$ Bottcher Benjamin 304 Granite Ave Bozeman MT 59718 10/10/18 03/05/19 04/26/19192647 06/19/18 57.27$ Lemon Sara PO Box 3914 Bozeman MT 59772 6/25/18 - phone # on file no longer in service192852 06/26/18 14.00$ Papallo William PO Box 1230 Bozeman MT 59771 10/10/18 03/05/19 04/26/19Total 6,956.24$ PAYROLL bank account23753 08/17/17 31.76$ Andrews Joshua 131 Billion Place Bozeman MT 59715 01/02/18 04/02/18 10/10/1823754 08/17/17 38.37$ Andrews Joshua 131 Billion Place Bozeman MT 59715 01/02/18 04/02/18 10/10/1823764 08/17/17 66.69$ Reeve Meredith PO Box 699 Gallatin Gateway MT 59730 01/02/18 04/02/18 10/10/1823999 05/18/18 63.47$ Smith Shane 323 Ramshorn Peak LN Bozeman MT 59718 10/10/18 03/05/19 04/26/1924017 05/31/18 40.56$ Michael-Owens Lorelei 242 Morrow ST. BozemanMT 59715 10/10/18 Returned24025 06/09/18 40.41$ Mccandless Kelby 3310 W. Babcock APT D Bozeman MT 59718 10/10/18 03/05/19 04/26/19Total 281.26$ MUNICIPAL COURT bank accountCheck # Date Amount Address City State Zip 1st Sent 2nd Sent 3rd Sent13430 07/08/17 485.00$ Loeffelholz Holli 408 W Harrison Unit B BozemanMT 59715 01/03/18 Returned13432 07/08/17 15.00$ Kreyser Joseph Michal 87 Redwood Dr Bozeman MT59718 01/03/18 04/02/18 10/10/1813434 07/08/17 100.00$ Carew Dylan Robert 3733 Linney Rd Bozeman MT 59718 01/03/18 Returned13455 07/27/17 500.00$ Huppert Torry Jacob 113 Bogart Dr Bozeman MT 59718 01/03/18 04/02/18 10/10/1813487 08/17/17 75.00$ Koritz Scott 4505 S Ocean Blvd #608 Highland Beach FL 33487 01/03/18 04/02/18 10/10/1813548 08/23/17 100.00$ Greigo Ronald PO Box 347 Gallatin Gateway MT 59730 01/03/18 Returned13558 08/28/17 100.00$ Wood Faron 504 S 16th Apt 19 Bozeman MT 59718 01/03/18 Returned13580 08/30/17 25.00$ Haysom Heather 87 Redwood Dr Bozeman MT 59718 01/03/18 04/02/18 10/10/1813633 09/01/17 615.00$ Darden John Paul 409 Overbrook Dr Ste 27 Bozeman MT 59715 01/03/18 Returned13642 09/01/17 5.00$ Moore Brendan Adam 34224 Finley Point Rd Polson MT 59860 01/03/18 04/02/18 10/10/1813646 09/01/17 585.00$ Peck Aaron Lewis 4506 Cascade St Bozeman MT 5971801/03/18 Returned13677 09/15/17 836.81$ Alyahya Abdullah Al Ashajea St 6947 Riyadaaudi Arab12476 01/03/18 04/02/18 Returned13710 10/03/17 100.00$ Terry Melanie 27901 Norris Rd Bozeman MT 59718 04/02/18 Returned13722 10/09/17 45.00$ Douglas Darionn 1200 7th Ave S Great Falls MT59405 04/02/18 10/10/18 03/05/1913727 10/09/17 70.00$ Dixon Travis 418 N Western Dr Bozeman MT 59718 04/02/18 10/10/18 03/05/1913728 10/09/17 79.99$ Dixon Travis 418 N Western Dr Bozeman MT 59718 04/02/18 10/10/18 03/05/1913733 10/17/17 10.00$ Armstrong Anthony 1711 W Beall St Bozeman MT 59715 04/02/18 10/10/18 03/05/1913735 10/17/17 45.00$ Szucs Andras 200 Roskie Hall Room 307 BozemanMT 59715 04/02/18 10/10/18 Returned13766 11/03/17 40.00$ Trunkle Austin 1045 N 31st St Billings MT 5910104/02/18 10/10/18 Returned13771 11/03/17 100.00$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59715 04/02/18 Returned13794 11/03/17 115.00$ Jardstrom John Wesley 82 N Hanley Ave Unit B Bozeman MT 59718 04/02/18 10/10/18 03/05/1913816 11/20/17 155.00$ Hogg Bree 47 Boxwood Dr Bozeman MT 59715 04/02/18 Returned13827 12/04/17 15.00$ Cardot James PO Box 160069 Big Sky MT 59716 04/02/18 10/10/18 03/05/1913849 12/22/17 1.00$ Guaglio Nicholas 2719 29th Ave W Apt 114 Williston ND 58801 04/02/18 10/10/18 Returned13869 12/26/17 75.00$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59715 04/02/18 Returned13953 01/23/18 4.02$ Mancia Rhea PO Box 615 Mamoth Hot SpringsWY 82190 04/02/18 10/10/18 Returned13987 02/06/18 200.00$ Byrd Aubrey 1103 W Dickerson St. Bozeman MT 5971510/10/18 Returned14016 02/15/18 90.10$ Natl Farmers Union Prop & Cas 5619 DTC PkwyGreenwood Village CO 80111 10/10/18 Returned14050 02/22/18 385.00$ Bustillos Oscar 524 W Shore Dr Belgrade MT 59714 10/10/18 Returned14070 03/05/18 40.00$ Lukas Kerstie 802 N Grand Ave Apt 3A5 BozemanMT 59718 10/10/18 Returned14080 03/05/18 150.00$ Green David 1602 W Koch St Apt 4 Bozeman MT 5971510/10/18 Returned14107 03/13/18 50.00$ Barnard Elliott 724 Jardine Ave Bozeman MT 59718 10/10/18 03/05/19 Returned14112 03/13/18 200.00$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59715 10/10/18 Returned14123 03/13/18 320.00$ Krahel Cole 2920 Linney Rd Bozeman MT 59718 10/10/18 03/05/19 ReturnedLetters 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 Sent14133 03/14/18 100.00$ Natl Farmers Union Prop & Cas 5619 DTC Pkwy Greenwood Village CO 80111 10/10/18 Returned14134 03/14/18 25.00$ Allstate Marie Gary Agency 1920 W Babcock Bozeman MT 59718 10/10/18 03/05/19 04/26/1914136 03/14/18 718.00$ Delta Dental PO Box 997330 Sacramento CA 95899 10/10/18 03/05/19 04/26/1914147 03/29/18 65.00$ Rodgriguez Christina 118 S 15th #4 Bozeman MT 59715 10/10/18 03/05/19 04/26/1914199 04/16/18 200.00$ Byrd Aubrey 1103 W Dickerson Bozeman MT 59715 10/10/18 Returned14218 04/16/18 119.50$ Maynard Naassan 1122 Cruiser Lane Unit H Belgrade MT 59714 10/10/18 03/05/19 04/26/1914230 04/16/18 155.00$ Schwan Chris 4 Meriwether Bozeman MT 59718 10/10/18 Returned14274 05/09/18 50.00$ Sibson Dylan 181 Frontier Dr Bozeman MT 59718 10/10/18 03/05/19 04/26/1914282 05/09/18 285.95$ Johnson Brandon 180 Cedar Wood Circle Bozeman MT59715 10/10/18 03/05/19 04/26/1914284 05/09/18 50.00$ Folger Nicholas 110 Sunlight Ave Bozeman MT 59718 10/10/18 03/05/19 Returned14285 05/09/18 100.00$ Folger Nicholas 110 Sunlight Ave Bozeman MT 5971810/10/18 03/05/19 Returned14294 05/09/18 141.18$ Byrd Aubrey 1103 W Dickerson St Bozeman MT 59715 10/10/18 03/05/19 Returned14342 06/05/18 45.98$ Meyer Paul 226 S 28th Ave Apt B Bozeman MT 59715 10/10/18 Returned14345 06/05/18 50.00$ Holler Grace 416 Michael Grove Apt B Bozeman MT 59718 10/10/18 03/05/19 04/26/1914359 06/05/18 320.43$ Oatman Jamie 680 Trakel Pl Springfield MO 65810 10/10/18 Returned14361 06/05/18 5.00$ Mclaren Grayson 910 W Koch St Bozeman MT 59715 10/10/18 03/05/19 04/26/1914363 06/05/18 200.00$ Williams James 3014 W Villard St Unit D BozemanMT 59718 10/10/18 Returned14377 06/13/18 50.00$ Barnard Elliott 724 Jardine Ave Bozeman MT 59718 10/10/18 03/05/19 Returned14384 06/14/18 500.00$ Lyles Aaron 2479 Bear Canyon Rd Bozeman MT 59715 10/10/18 03/05/19 04/26/1914391 06/18/18 108.00$ Williams James 3014 W Villard St Unit D BozemanMT 59718 10/10/18 Returned14398 06/18/18 1,100.00$ Goodwin Chris 1215 N 8th Ave Bozeman MT 59715 10/10/18 03/05/19 04/26/1914420 06/28/18 25.00$ Barnard Elliott 724 Jardine Ave Bozeman MT 59718 10/10/18 03/05/19 Returned14422 06/28/18 60.00$ Holland Kirsten 2614 Fort Farnsworth Rd Apt 2B Alexandria VA 22303 10/10/18 ReturnedTotal 10,205.96$ GRAND TOTAL17,443.46$ 11