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ComanllsSio1IIl Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brian LaMeres, City Controller and
Chris Kukulski, City Manager
SUBJECT: Request for authorization to write off stale-dated checks, past-due receivables,
and NSF checks
MEETING DATE: April 24, 2006
BACKGROUND: The Finance Department is presenting you with a list of Stale-Dated Checks,
Past-Due Water Utility Accounts Receivable, Past-Due Miscellaneous Accounts Receivable, and
NSF Checks written to the City which were returned due to non-sufficient funds. Section 7-6-4303
MCA states that the City may cancel municipal warrants and checks that have remained outstanding
and unpaid for a period of 1 year or longer. External independent auditors recommend that the City
writes off past due receivables, including NSF receivables, which have been outstanding for longer
than a period of 1 year or when other circumstances have revealed these items to be uncollectible.
Multiple repeated attempts have been made to contact all of the parties involved, as the attachments
indicate. All items have now been turned over to the City Attorney's office.
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. 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 accounting records in order.
RECOMMENDATION: The City Commission grant the request to cancel the stale items and
write off the past-due accounts receivable.
FISCAL EFFECTS: The stale checks to be cancelled and transferred to abandoned property
amount to $5,627.52. The total amount of items to be written off is $6,406.43. This amount will be
transferred from a receivable account to a bad debt expense account, which will be closed out into
find balance at the end of the fiscal year.
ALTERNATIVES: As suggested by the City Commission.
Respectfully submitted,
Brian LaMeres, City Controller Claris A. Kukulski, City Manager
Attachments: Lists of items to be cancelled&written off
Report compiled on April 19,2006
STALE-DATED OUTSTANDING CHECKS
to be Cancelled in accounting General Ledger
1st 2nd 3rd
Check Check Address Letter Letter Letter
Date Number Payee City,State,Zip Sent Sent Sent
DEMAND OPERATING ACCOUNT
04/20/04 40355 $ 25.00 Mark Diemert PO Box 1354 Malta,MT 59538 12/15/04 07/20/05 10/18/05
06/08/04 41641 $ 11.95 Elizabeth Luehder 219 Washington Ct Mankato, MN 56001-3538 12/15/04 07/20/05 10/18/05
06/22/04 41931 $ 10.00 George Dickson 923 Woodland Dr Bozeman,MT 59718 12/15/04 07/20/05 10/18/05
05/22/04 41933 $ 13.13 Abigail Dillen 209 S Willson Ave Bozeman,MT 59715 12/15/04 07/20/05 10/18/05
06/22/04 41959 $ 10.00 Robert W Howe Unit 23203 Box 229 APO AE 09263 12/15/04 07/20/05 10/18/05
07/13/04 42703 $ 207.00 Rosa's Pizza 123 W Kagy Blvd Bozeman,MT 59715 12/15/04 07/20/05 10/18/05
07/20/04 42773 $ 12.75 Michael I Brence 701 N Black Ave Bozeman,MT 59715 12/15/04 07/20/05 10/18/05
08/17/04 43531 $ 10.00 Levi Carolin 241 Ashley Ct N Billings, MT 59105 12/15/04 07/20/05 10/18/05
09/28/04 44694 $ 14.50 Michael Lee 16889 Frontage Rd Apt 3 Belgrade,MT 59714 12/15/04 07/20/05 10/18/05
11/03/04 45705 $ 26.50 Connie Vollmza 506 N 18th Ave Bozeman, MT 59715 07/20/05 10/18/05 02/17/06
12/28/04 47052 $ 11.88 Daniel W Neutgens 1104 N Pinecrest St Bozeman, MT 59715 07/20/05 10/18/05 02/17/06
12/28/04 47081 $ 15.63 Cody Sabo PO Box 2559 Kalispell, MT 59903-2559 07/20/05 10/18/05 02/17/06
01/19/05 47505 $ 10.00 Shawn Nelson 718 1/2 S 7th Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
01/25/05 47613 $ 66.30 Gallatin-Carinos LLC 3309 Sundance Dr Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
03/15/05 48721 $ 14.88 Victoria Brailsford 3016 W Villard St Unit 2F Bozeman,MT 59718 07/20/05 10/18/05 02/17/06
03/15/05 48880 $ 20.00 Cody M Walters 804 1/2 S 7th Ave #B Bozeman,MT 59715 07/20/05 10/18/06 02/17/06
03/22/05 48994 $ 10.41 Brooks Philly 221 Pioneer Dr #35 Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
03/22/05 49020 $ 10.81 Tim Tholt 42 N 25th Ave Bozeman,MT 59718 07/20/05 10/18/05 02/17/06
05/03/05 49881 $ 10.00 Greg Harrison 1225 W Harrison St Apt 12 Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
05/03/05 49910 $ 10.00 Henry Munter 426 N 4th Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
Court
04/16/04 4007 $ 5.00 Nathan Warren Tolson 622 E Silverbow Ave Belgrade,MT 59714 12/15/04 07/20/05 10/18/05
05/25/04 4038 $ 20.00 Seonju Park 1608 W Olive St #7 Bozeman,MT 59715 12/15/04 07/20/05 10/18/05
05/25/04 4044 $ 5.00 Ryan Thomas Liebscher 509 N 22nd Ave Bozeman,MT 59718 12/15/04 07/20/05 10/18/05
06/30/04 4074 $ 30.00 Erik Scott Olsen PO Box 185/221 S 10th Ave Bozeman, MT 59771 12/15/04 07/20/05 10/18/05
11/02/04 4182 $ 1.00 Anna Marie Andersen 49 W Magnolia Dr Belgrade,MT 59714 07/20/05 10/18/05 02/17/06
11/02/04 4183 $ 155.00 Nicholas Grammens PO Box 161226 Big Sky,MT 59716 07/20/05 10/18/05 02/17/06
11/12/04 4190 $ 5.00 Todd Bennett Killion 2640 Hawthorne PI Boulder,CO 80304 07/20/05 10/18/05 02/17/06
12/03/04 4216 $ 755.29 Eric Paul Elder 201 Selvetariate Belgrade,MT 59714 07/20/05 10/18/05 02/17/06
01/13/05 4248 $ 0.49 Denise Elaine Guardipee 1507 Gaylord Butte,MT 59701 07/20/05 10/18/05 02/17/06
01/14/05 4250 $ 5.00 Laney Woodward 4050 W Babcock St #44 Bozeman, MT 59718 07/20/05 10/18/05 02/17/06
03/14105 4294 $ 50.00 Martin Sean Murphy 732 S 12th Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
03/14/05 4295 $ 50.00 Martin Sean Murphy 732 S 12th Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
03/14/05 4296 $ 100.00 Martin Sean Murphy 732 S 12th Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
03/14/05 4297 $ 100.00 Martin Sean Murphy 732 S 12th Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
4/19/2006 STALE ISSUED CHECKS
STALE-DATED OUTSTANDING CHECKS
to be Cancelled in accounting General Ledger
1st 2nd 3rd
Check Check Address Letter Letter Letter
Date Number Payee City,State,Zip Sent Sent Sent
03/16/05 4300 $ 1,534.00 Thomas Juttner 710 Northern Pacific Ave Belgrade,MT 59714 07/20/05 10/18/05 02/17/06
03/16/05 4302 $ 5.00 Justin Knapp 3290 Rachelle Rd Helena,MT 59602 07/20/05 10/18/05 02/17/06
03/22/05 4309 $ 496.00 Safeco Insurance Company Stuart Allen Building,5447 E 5tl Tucson,AZ 85711-2345 07/20/05 10/18/05 02/17/06
04/01/05 4320 $ 95.00 Wagon Wheel Trailer Park 2220 W Main St #112 Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
04/01/05 4327 $ 347.50 Bob Mund 207 E Garfield St Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
04/01/05 4352 $ 327.50 Jamie Fitterer 107 S Church Ave Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
04/12/05 4463 $ 500.00 Matthew Edward Durkee 8166 Bear Claw Ln Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
04/12/05 4464 $ 500.00 Matthew Edward Durkee 8166 Bear Claw Ln Bozeman,MT 59715 07/20/05 10/18/05 02/17/06
04/26/05 4470 $ 20.00 Charlotte Marie Walker 739- 10th St W #3 Columbia Falls,MT 59912 07/20/05 10/18/05 02/17/06
$ 5,627.52 TOTAL AMOUNT TO CANCEL
4/19/2006 STALE ISSUED CHECKS
STALE-DATED WATER UTILITY ACCOUNTS RECEIVABLE
to be written off of Accounting General Ledger
1st 2nd 3rd
Termination Account Service Notice Notice Notice
Date Number Amount Final Property Owner Address Sent Sent Sent
9/1/04 727-3250 $ 61.54 Norma Jean Kerns 315 S Black Ave 9117104 10/12/04 12/8/04
2118/05 2229-11380 $ 43.97 Tim Snyder 809 S 7th Ave 2/28/05 4/19/05 6/3/05
919/04 17001-24740 $ 23.72 Sunni Knapton 426 N 4th Ave 10/19/04 11/10/04 12/8/04
10/17/03 5477-29340 $ 75.63 Maxine M Schilt 808 N Tracy Ave 10/31/03 1/16/04 8/6/04
5111/04 15793-33020 $ 21.10 Shane Coolidge 405 N Ida Ave 6118104 7/9/04 9/2104
3/11/05 16843-38550 $ 14.53 Jennifer Fanuzzi 1321 S Rouse Ave 3/28/05 5/16105 7/11/05
7/28/04 8961-49610 $ 45.07 Dan Prus 1146 S Cedarview Dr 812/04 912/04 10/12/04
9/14/03 11353-68600 $ 7.03 Northwestern Energy 2000 N Rouse Ave 10/15/03 1/16/04 8/6/04
6/29/04 11175-62020 $ 41.03 Marjory B&John M Beal 300 Golden Valley Or 712104 7/23104 9/13104
6/10104 11733-65260 $ 72.84 Karen&Mark Johnson 305 S Yellowstone Ave 6111104 712/04 8/13/04
8/31104 18051-83970 $ 234.46 John K Devine 502 Sanders Ave 9/17/04 10/12/04 12/8/04
7/23/04 18357-83860 $ 87.00 Richard Wallace 211 Sanders Ave 7/23/04 8/13/04 10/1104
8/13/04 23685-63590 $ 80.31 Steven&Nancy Sandoval 302 N Yellowstone Ave 8116104 9/13/04 10/18/04
9/14103 11353-63020 $ 17.52 Northwestern Energy 727 S 11th Ave 10/15/03 1116/04 8/6104
5/4/05 20085-27360 $ 99.39 Dave Haley 321 N Rouse Ave 5/16105 6/13/05 7/29/05
9/31114 23669-30270 $ 11.05 Mike Winters 605 N Rouse Ave 9/10104 1011/04 1218/04
5/4/05 6239-33680 $ 60.27 JLM LLC 620 E Cottonwood 5116105 6/13/05 7/29/05
512105 18757-53890 $ 422.85 Josef Eberharter 908 E Griffin 5/6/05 7/11/05 8110105
5/4/05 24593-69850 $ 52.12 Steven&Kimberly Asper 2606 Snapdragon St 5/16/05 6/13/05 7/29/05
5/13/04 12627-49550 S 63.14 Kristie Brink 2816 Langohr 614104 712/04 8/13/04
8/20/04 20609-61650 $ 61.37 Anita Fortin 3425 Broadwater St 911/04 10/1/04 11/10/04
6/28104 19297-44140 $ 49.16 Brett D'Alessandro 303 N 17th Ave 7/9/04 8/6/04 9/13/04
8/30/04 19065-41400 $ 44.75 Steve Beardsley 1319 Cherry Dr 11/9/04 12/8/04 1119105
$ 1,689.85 Total Amount to Write-Off
4/19/2006 STALE WATER ACCTS
STALE NSF CHECKS
to be Written Off of accounting General Ledger
NSF NSF
Check Payer Check
Date Name Amount
DEMAND OPERATING ACCOUNT
05/24/04 Mason,Ashley B 9.20
07/19/04 Holdorf,Paul R 9.95
07/22/04 Matthew Welsch Const 22.45
08/24/04 Fugate,Philip 6.00
08/24/04 Swinton,Alisha 6.00
10/05/04 Tabet,William 9.55
10/08/04 Hurlbert,Donovan 35.00
11/18/04 Hanson,Justin 12,50
11/22/04 Miller,James E 5.00
11/22/04 Keith,Chose 65.60
12/10/04 Richards,Robert 69.72
01/28/05 RMCH,Inc 5.00
TOTAL DEMAND OPERATING ACCOUNT $ 255.97
MUNICIPAL COURT TRUST ACCOUNT
06/07/04 Swanson, Kacey 25.00
06/07/04 Carlson,Ross 200.00
08/13/04 Brown,Michael E 55.00
09/24/04 Urbarri, Kenny E 100.00
12/06/04 Tanner,Heather 315.00
12/28/04 Espinoza,Bo 35.00
01/06/05 Bigelow 160.00
01/11/05 Ullman 60.00
02/24/05 Kutzner,Robert 410.00
03/23/05 George,Jessica 135.00
04/06/05 Miller, Daniel 580.00
04/15/05 Guaranteed Finance 350.00
TOTAL COURT TRUST ACCOUNT $ 2,425.00
GRAND TOTAL AMOUNT TO WRITE OFF $ 2,680.97
4/19/2006 NSF CHECKS
STALE MISCELLANEOUS ACCOUNTS RECEIVABLE
to be Written Off of accounting General Ledger
Last
Trans Customer Address Contact
Date Amount Type Customer Name City,State,Zip Log
05/10/04 $157.54 Water/Sewer Crosland Excavation 7570 Cottonwood Rd No longer in business. Sent letter(returned)
Bozeman,MT 59718
10/06/04 $906.77 Damaged Nex Gen Construction 5803 NE Lockwood Cr Rd No longer in business. Sent letter(returned)
Property LA Center,WA 98629
05/31/05 $37.55 Landfill Bed's Plus 1518 Prospect Ave No longer in business. Sent letter(returned)
Helena,MT 59601-4546
06/01/05 $108.12 Water/Sewer Gallatin Valley Waste Water 4038 Rain Roper Dr Statements returned,no address or phone#
Bozeman,MT 59715
06/23/05 $825.63 Water/Sewer Shannon Prendergast 317 N Ida Ave He will not pay this charge because when the work
Bozeman,MT 59715 was done,he says the City workers knocked the
survey stake out of the ground and he will not pay
until the City pays to have it resurveyed
$ 2,035.61 TOTAL AMOUNT TO WRITE OFF
4/19/2006 MISC ACCTS REC